Trading Inbox

A user with Trading Inbox Admin reviews incoming documents before they become Versa orders, sourcing records, supplier offers, or CRM notes. Treat extracted fields as suggestions and confirm the source before creating a record.

Before you start

• Where: Open Inbox > Inbox in the correct entity.
• Access: Creating an order, opportunity, supplier response, or note also needs the permission for that record.

Review the source and choose a result

1. Open the item and read its original email or attachment. Confirm the sender, customer or supplier, reference, dates, items, quantities, and attached pages.
2. Choose the document type. If Versa suggested one, select Confirm document type before its review fields appear.
3. Correct any field you can verify. For a customer purchase order, check the customer and Originating Customer Quote; choose No originating Customer Quote when it arrived independently.
4. Choose the action that fits the review:

• Approve Item And Create Document: Create the reviewed record.
• Save Review: Keep the work to finish later.
• Reject Item: Reject a source that should not create a record.
• Reprocess: Retry an item that failed to parse.
• Restart Item: Return a rejected item to review without extracting it again.
• Add to CRM Notes: Choose an Opportunity first; CRM Pipeline permission is required.

5. Open the resulting record and confirm its relationship, lines, and status before handing it to sales, purchasing, or fulfillment.

What the item shows

The Inbox retains the source and review history. Supplier responses can create RFQ responses; Available Inventory for Sale items create supplier offers. They do not add a new supplier to Versa. A reviewed item does not mean an order was fulfilled or a supplier response accepted.

If you don't see what you expect

• No review fields: Confirm the document type, then inspect the original file and enter only information you can verify.
• Item still processing: Return when it is ready and review any warnings.
• Document arrived outside the Inbox: Use Add document to submit it for review.