Understanding Offer Status, Line Item Status, and Unit Tracking

Understanding Offer Status, Line Item Status, and Unit Tracking

This article explains how offer statuses and product line item statuses work within the system, along with key terminology relating to units allocated, received, and distributed. It also provides practical scenarios to illustrate how the logic works in real workflows.

Key Terminology

Units Allocated

The number of units the OPCO (donating operating company) ships.
      Entered by: OPCO

Units Received

The number of units the EXP (receiving external partner) confirms they have physically received.
This may be equal to, less than, or greater than the units allocated.
      Entered by: EXP

Units Distributed

The total number of units the EXP can distribute to countries.
By default, this matches the Units Allocated, but if the EXP updates Units Received to reflect a mismatch, the distributable amount will adjust accordingly.
      Entered/controlled by: EXP


TermWho Updates ItWhat It MeansHow It Behaves
Units AllocatedOPCOQuantity shipped by OPCOSets the initial expected quantity
Units ReceivedEXPQuantity EXP actually receivedCan be equal to, more than, or fewer than allocated
Units DistributedEXPQuantity EXP distributes to countriesDefaults to Units Allocated, but updates based on Units Received

How Received and Distributed Units Behave: Scenarios

The examples below show how the system responds when received quantities match or differ from allocated quantities.

Scenario A: EXP receives exactly what was allocated

  • Units allocated: 100
  • Units received: 0 (EXP has made no changes; system assumes 100 received)
  • Units distributed: 100

Result: EXP can distribute 100 units.

Scenario B: EXP receives more units than allocated

  • Units allocated: 100
  • Units received: EXP enters 110
  • Units distributed: Up to 110

Result: EXP can distribute 110 units.
Note: EXP should inform the OPCO that more units were received than allocated.

Scenario C: EXP receives fewer units than allocated

  • Units allocated: 100
  • Units received: EXP enters 95
  • Units distributed: Up to 95

Result: EXP can distribute only 95 units.


Understanding Offer Status vs. Line Item Status

Offer status and line item status have different owners and roles in the workflow.

Offer Status (controlled by OPCO)

  • Finalised:
    OPCO has agreed to proceed with the offer and the allocated quantities.

  • Received:
    OPCO has been notified by the EXP that all products have been received, and the offer has been updated from Finalised to Received.

Offer StatusMeaning
FinalisedOPCO confirms the offer and allocated units
ReceivedOPCO is notified that EXP has received all units

Product (Line Item) Status (controlled by EXP)

  • Pending:
    The product has been shipped but not yet confirmed as received or distributed.

  • Received:
    EXP has confirmed the product has arrived.

  • Distributed:
    EXP has confirmed the product has been distributed.

Item StatusMeaning
PendingItem sent but not yet confirmed as received or distributed
ReceivedEXP confirms the product has been received
DistributedEXP confirms the product has been distributed

Summary

  • OPCO manages offer statuses.
  • EXP manages product (line item) statuses and unit counts.
  • Adjusting Units Received directly affects how many units can be distributed.
  • The system adapts distribution limits dynamically based on what the EXP records as received.

    • Related Articles

    • Create an offer

      So, you’re ready to share an offer of one or more products, with one or more External Partners (EXP) – how to create an offer? This article will outline how you can create an offer in three steps. Note: Prior to sharing your offer, you’ll need to ...

    • Update Offer Via Spreadsheet

      You are able to download, view and edit a spreadsheet containing the details of your offer. This may be beneficial as you consider and respond to the offer. Download offer as a spreadsheet Simply click the ‘Download offer’ button to download an Excel ...

    • Input Distribution Reporting Data

      The Distribution page provides NGO partners with a streamlined view of all line items that are part of a finalised or received offer. This means the product is either: En route from the donor to your organisation, or Already received and ready for ...

    • How to sort your offer Excel download by expiry date

      When considering how you respond to an offer, it can be helpful to sort the offer by critical information such as product expiry date. This is possible once you have downloaded the offer spreadsheet. Note: Remember, there are two spreadsheets you can ...

    • Responding to offers

      Offer Statuses When an External Partner (EXP) responds to an offer from an Operating Company (OPCO), there are three essential statuses to consider: means that the EXP has been notified of an offer and have not yet responded. means that you have ...