> ## Documentation Index
> Fetch the complete documentation index at: https://help.dingtalk.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Order confirmation by external suppliers

> Walks through the full setup and operation of order confirmation by external suppliers: configure the Approval form and process, invite suppliers to confirm orders, standardize procurement collaboration, and improve cross-organization efficiency.

## 1. Feature overview

In daily operations, organizations often need to confirm purchased items with external suppliers. To improve collaboration efficiency and standardize processes, DingTalk now supports **external users participating in the Approval process**. This handbook walks you through how to set up and operate the full "Order confirmation by external suppliers" flow, helping organizations achieve efficient and secure cross-organization collaboration.

## 2. Applicable scenarios

* After an organization sends a purchase order to a supplier and needs the supplier to confirm details such as price, quantity, and delivery time.

* When formally signing a procurement contract, the supplier needs to confirm order details in advance as an Attachment.

## 3. Operating procedure

### 1. Configure supplier profile Fields and the purchase order Approval process

<Steps>
  <Step title="Enter the Admin Console">
    On desktop DingTalk, the Admin opens Workbench > OA Approval >【Admin Console】:

    <Frame>
      ![Entry to the OA Approval Admin Console on desktop DingTalk](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/eLbnj1bxREw7rlaN/img/f70e5471-2e1b-4602-975e-e0c2185aa288.png)
    </Frame>
  </Step>

  <Step title="Edit the supplier profile">
    Click【Cross-organization Management】, then click【Edit】on the right of the preset supplier profile:

    <Frame>
      ![Cross-organization Management page in the Admin Console, with an Edit Button on the right of the preset supplier profile](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/dc030539-0e1c-4da8-a72f-97c540c0d318.png)
    </Frame>
  </Step>

  <Step title="Adjust Form Fields">
    Click【form design】and drag the controls on the left into the Form as needed to adjust the Fields.

    <Note>
      Notes:

      1. The【User Authorization】control is added by default and cannot be deleted.

      2. Personal user Authorization: an external user requests Authorization when accessing this Form. Once authorized, the external user is linked to the Form Data.
    </Note>

    <Frame>
      ![Supplier profile form design page: controls can be dragged from the list on the left, and the User Authorization control is present by default](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/a1ff0b00-5d29-4f9f-b1fa-1674292947e9.png)
    </Frame>
  </Step>

  <Step title="Publish and Share">
    After editing, click【Publish】>【Save QR Code】(the QR Code is permanently valid by default) or【Copy Link】to Share with external users so they can fill in the Form > Complete:

    <Frame>
      ![After the Form is published, a QR Code save dialog appears, letting you save the QR Code or copy the Link to Share with external users](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/e823751b-c686-4c00-9308-2aa29a1797c9.png)
    </Frame>
  </Step>
</Steps>

### 2. The procurement specialist invites suppliers to fill in the profile

<Steps>
  <Step title="Enter the supplier profile">
    On mobile DingTalk, the procurement specialist opens Workbench > OA Approval >【More】in the bottom right >【cross-organization approval】>【supplier profile】:

    <Frame>
      ![Path on mobile DingTalk to enter the supplier profile: Workbench, OA Approval, More, cross-organization approval, supplier profile](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/74aa2f08-7ce1-44e2-acdb-6a22f61f1f88.png)
    </Frame>
  </Step>

  <Step title="Invite external users">
    Click【Invite External Users】to invite external users to fill in the profile via Send QR Code, Share to DingTalk, or Copy Link:

    <Frame>
      ![On the supplier profile page, click Invite External Users to open an invitation page where you can Send QR Code, Share to DingTalk, or Copy Link](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/49ec80f3-43e5-40a5-a6eb-be589129586b.png)
    </Frame>
  </Step>

  <Step title="Supplier scans the QR Code for Authorization">
    On mobile DingTalk, the external user scans the QR Code or taps the Link to open the Form submission page, taps【Re-authorize】, and agrees to share their DingTalk Name and Profile Photo as Basic information and to receive push messages via the OA Approval Assistant service account:

    <div style={{maxWidth: '400px', margin: '16px auto'}}>
      <Frame>
        ![The external user opens the supplier profile submission page; an Authorization dialog appears requesting access to Name and Profile Photo and permission to push messages](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/bd19c57f-be61-4198-b32a-611caf233749.png)
      </Frame>
    </div>
  </Step>

  <Step title="Fill in the profile and submit">
    After filling in the information, click【Submit】:

    <div style={{maxWidth: '400px', margin: '16px auto'}}>
      <Frame>
        ![The external user fills in the supplier name, address, Contact, and Phone, then clicks Submit](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/f5ca95ad-8158-4e89-81f1-1b93257bd985.png)
      </Frame>
    </div>
  </Step>
</Steps>

### 3. Initiate a purchase order and have the supplier confirm

<Steps>
  <Step title="Initiate a purchase order">
    On mobile DingTalk, the procurement requester opens Workbench > OA Approval >【More】in the bottom right >【cross-organization approval】>【Supplier Collaboration】>【Initiate Approval】>【Purchase Order】, then taps to fill it in:

    <Frame>
      ![Path on mobile DingTalk to enter cross-organization approval Supplier Collaboration and select Purchase Order to fill in](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/21c744aa-2e85-4db6-a6bf-547a3f7fd5dd.png)
    </Frame>

    Select Purchase Order in the Initiate Approval List to open the fill-in page:

    <Frame>
      ![On the Initiate Approval List on the cross-organization approval page, select Purchase Order to open the Form fill-in page](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/b0133055-6fa4-489f-843d-fbb00ea699e8.png)
    </Frame>
  </Step>

  <Step title="Select a supplier profile">
    On the Form submission page, select a supplier profile:

    <Frame>
      ![On the Purchase Order submission page, tap the supplier profile Field and pick the target supplier from the supplier profile List](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/98ea3de9-56c1-4b26-be75-0831891218da.png)
    </Frame>
  </Step>

  <Step title="Fill in the information and submit">
    The external supplier shown in the process is the one you selected. Fill in the information and click【Submit】:

    <Frame>
      ![The Purchase Order fill-in page shows the selected supplier profile; the external approver in the process is that supplier, and the Form is submitted after filling in](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/c0176d77-20a9-4c72-b1b0-27f44974cbf7.png)
    </Frame>
  </Step>

  <Step title="Supplier confirms the purchase order">
    The external supplier receives an Approval processing notification in the OA Approval Assistant. The flow is complete once the supplier finishes handling it:

    <div style={{maxWidth: '400px', margin: '16px auto'}}>
      <Frame>
        ![The external supplier receives a Purchase Order Approval notification in the OA Approval Assistant, with options to Accept or Decline](https://alidocs.oss-cn-zhangjiakou.aliyuncs.com/res/ybEnB5j9Wx56dlP1/img/97ea5326-cdf5-424b-b5c2-c713981b1882.png)
      </Frame>
    </div>
  </Step>
</Steps>

## 4. Related documents

<CardGroup cols={2}>
  <Card title="Cross-organization Quick Start" icon="rocket" href="/approval/cross-org-quick-start">
    Feature overview and Basic operating procedure of cross-organization approval
  </Card>

  <Card title="Contract Approval with External Partners" icon="file-signature" href="/approval/cross-org-partner-contract">
    How to set up and operate the full flow for external partners participating in contract Approval
  </Card>
</CardGroup>