Accepting, Managing, and Fulfilling a Vendor Fulfilled Order as a Vendor

Overview

This guide provides a complete overview of how Vendors manage Vendor Fulfilled orders. Vendors are responsible for reviewing and accepting new order requests, completing fulfillment requirements, submitting deliverables for Buyer review, and finalizing orders.

In addition to fulfilling orders, Vendors have tools to maintain control and flexibility throughout the fulfillment process. Vendors can respond to revision requests, decline new order requests, cancel accepted or in-progress orders when necessary, request reference files from Buyers, and use comments and Order Watchers to stay aligned with order expectations. These capabilities help Vendors manage their workload efficiently, maintain clear communication with Buyers, and ensure that orders are completed accurately and on time.

By following the steps outlined in this guide, Vendors can confidently manage collaborative orders and support successful fulfillment outcomes across all diligence services.

Accepting and Fulfilling a Vendor Fulfilled Order

Description

This section outlines the steps Vendors follow to accept and fulfill a Vendor Fulfilled order. Vendors review the order details and fulfillment requirements before accepting the order. Once accepted, Vendors are responsible for completing the required deliverables, such as uploading a report file, completing an order form, and providing any additional documentation. Progress is tracked in real time, and status updates are automatically shared with Buyers and any designated Order Watchers throughout the fulfillment process.

Accepting a Request for a Vendor Fulfilled Order

Log into the Vendor Portal
- Navigate the Vendor Portal and sign in to your vendor account.
Locate the New Order
- From the Orders page, locate the order in Requested status.
- Use the search bar, views, or filters to find the order if needed.
Review the Order Details
- Click Review on the order row.
- Review key order information such as:
  1. Order Type
  2. Property
  3. Requested Due Date
  4. Any notes from the Buyer
Review Fulfillment Requirements
- Navigate to the Report Details tab to see what is required to fulfill the order:

Report File
Order Form
Both Report File and Order Form

Review any Reference Files provided by the Buyer (e.g., G702s).

Accept the Order
- If the order looks correct, click Accept Order.
- The order will move to Accepted status, and the Vendor can begin fulfillment.

Fulfilling a Vendor Fulfilled Order

Log into the Vendor Portal
- Navigate the Vendor Portal and sign in to your vendor account.
Locate the New Order
- From the Orders page, locate the order in Accepted status.
- Use the search bar, views, or filters to find the order if needed.
Navigate to the Fulfillment Requirements
- Click Start on the order row.
- Note: The first action taken on the Order Report tab will automatically move the order to In Progress status.
Upload the Report File (If Required)
- Click Upload Report File and select the appropriate file (e.g., inspection report, title report).
- Vendors can Save progress if needed.
- Important:
  - Vendors may upload a Report File even if it is not required.
  - If a Report File is required but missing at submission, the system will display an error message preventing fulfillment.
Complete the Order Form (If Required)
- Fill out all required fields on the Order Form.
- Save your progress if needed before final submission.
Upload Additional Files (Optional)
- Upload any additional supporting documents or photos requested by the Buyer.
Submit the Order
- Once all fulfillment requirements are complete, click Submit Order.
- The order will move to Pending Review status and be sent back to the Buyer for review.

Notes:
Vendors can add Comments in the Order Details tab to communicate directly with the Buyer throughout the fulfillment process.
Buyers and Order Watchers are automatically notified of every status change via email, and the Order Report tab on the Buyer side is updated in real time.

Additional Actions

Description

In addition to accepting and fulfilling Vendor Fulfilled orders, Vendors have access to a variety of actions to manage their orders throughout the fulfillment lifecycle. Vendors can respond to revision requests, decline new order requests, cancel Accepted or In Progress orders, request files from Buyers, and enhance communication by adding comments or assigning Order Watchers. These actions provide flexibility and ensure Vendors can collaborate effectively with Buyers, manage fulfillment expectations, and maintain visibility into order progress.

Resubmitting an Order in Revisions Requested

Log into the Vendor Portal
- Navigate the Vendor Portal and sign in to your vendor account.
Locate the Order Requiring Revisions
- From the Orders page, locate the order in Revisions Requested status.
- Use the search bar, views, or filters to find the order if needed.
Review Buyer Revision Request
- Click View on the order row to open the Order.
- Navigate to the Order Report tab to review notes provided with the revision request.
Update Fulfillment Materials
- Update the Report File and/or Order Form as necessary based on the Buyer’s feedback.
- Upload new or corrected files if needed.
Resubmit the Order
- After making the updates, click Submit Order to resubmit the order back to the Buyer for review.
- The order will move to Pending Review status until the Buyer completes their next review.

Notes:
Vendors can add Comments in the Order Details tab to communicate directly with the Buyer throughout the fulfillment process.
Vendors can choose to resubmit without making changes if, after discussion, both the Vendor and Buyer agree that no revisions are needed.
The Revision Request and Resubmit cycle can occur as many times as needed until the Buyer accepts and finalizes the order.

Decline a Request for a Vendor Fulfilled Order

Log into the Vendor Portal
- Navigate the Vendor Portal and sign in to your vendor account.
Locate the New Order
- From the Orders page, locate the order in Requested status.
- Use the search bar, views, or filters to find the order if needed.
Review the Order Details
- Click Review on the order row.
- Review key order information such as:
  1. Order Type
  2. Property
  3. Requested Due Date
  4. Any notes from the Buyer
Review Fulfillment Requirements
- Navigate to the Report Details tab to see what is required to fulfill the order:

Report File
Order Form
Both Report File and Order Form

Review any Reference Files provided by the Buyer (e.g., G702s).

Decline the Order
- If you are unable to complete the order, click Decline.

Provide a reason for declining in the prompted modal.
Click Submit to confirm the decline.

Order Status Updates

The order will move to Declined status.
The Buyer will be notified automatically of the Vendor’s decision.

Cancel an Order

Locate the Order

Navigate to the Orders page.
Find and select the order you want to cancel.
Note: The order must be in either Accepted or In Progress status to cancel.

Open the Overflow Menu
- Click the overflow menu (⋮) in the top right of the order.
Select Cancel Order
- From the dropdown, click Cancel Order.
Confirm the Cancellation
- A modal will appear prompting you to provide a Reason for Cancellation.
- Enter the reason, then click Request Cancellation to proceed.
- Click Cancel if you decide not to move forward.
Order Status Updates

The order status will change to Cancelled.
The Buyer will be automatically notified of the Vendor’s cancellation decision.

Add a Comment

Locate the Order

Navigate to the Orders page.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select the Order Details tab.
Add a comment
- Enter your comment in the provided field.

Add an Order Watcher

Locate the Order

Navigate to the Orders page.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select the Order Details tab.
Add an Order Watcher
- Enter one or more email addresses in the Order Watcher field.
- (Optional) Add a note to provide context to the watcher.
Save
- Order Watchers will automatically start receiving email notifications at each key status change (e.g., Requested → Accepted → In Progress → Needs Review → Fulfilled).

Request a Lender Supplied File

Locate the Order

Navigate to the Orders page.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select Order Details.
Request a Lender Supplied File
- Click Request Files.
- Provide information about the file you need in the request field.
- Click Send Request to submit the request to the Buyer.
- Click Cancel if you decide not to move forward.
Request Sent to Buyer
- The Buyer will be notified of the file request and can upload the requested file to the order.

Terms & Definitions for Collaborative Orderings

Term	Definition
Comments	A feature allowing Buyers and Vendors to communicate within an Order. Comments are visible to both parties and help clarify deliverables or status updates during the order process.
Declined	Status indicating the Vendor has declined a Requested order. The order is no longer active and will not proceed.
Fulfillment Options	A step in the New Order flow where Buyers define what is required to fulfill the order (e.g., Report File, Order Form, or both).
In Progress	Status indicating that fulfillment work has begun. The Vendor (or Buyer for Submit on Behalf orders) is actively working on the order deliverables.
Needs Review	Status indicating the Vendor has submitted the order, and the Buyer must now review and either Fulfill or Request Revisions.
New Order Flow	The process for creating a new order in CLA+, including selecting the deal, order type, fulfillment settings, and initial documentation.
Order Details Tab	A section within an order where users can view and edit general order information, such as Order Type, Vendor, Requested Due Date, and reference files.
Order Form	A configurable form used by Buyers to define the data Vendors must provide to fulfill a Diligence order. Order Forms are tied to the selected Order Type and ensure standardized data collection.
Order Report Tab	A section of an order where fulfillment progress, uploaded deliverables, and completed Order Form responses are tracked and reviewed.
Order Type	The category of diligence service being requested (e.g., Inspection, Title Endorsement, Title Search). Determines the default fields and logic associated with an order.
Overflow Menu (⋮)	A contextual menu located in the Action column or in Order views, providing actions like Cancel Order, Request Cancellation, and other management options.
Pending Review	Status indicating the Vendor has resubmitted an order after a revision request and it is awaiting Buyer review.
Requested	Status when a Buyer has submitted an order request to a Vendor but the Vendor has not yet accepted or declined the order.
Accepted	Status indicating the Vendor has accepted the order and is preparing to begin fulfillment.
Request Cancellation	An action where a Buyer initiates a request to cancel an Accepted or In Progress order. The Vendor must respond to confirm.
Cancellation Requested	Status indicating a cancellation request has been submitted and is awaiting acceptance or rejection by the Vendor.
Cancelled	Status indicating an order has been cancelled and is no longer active.
Revisions Requested	Status where the Buyer has requested changes to the order after an initial Vendor submission. The Vendor can address the requested revisions and resubmit.
Required Field	A form field that must be completed by the Vendor before the order can be submitted back to the Buyer.
Submit on Behalf of Vendor Order	A fulfillment method where the Buyer is responsible for uploading deliverables when Vendors provide materials outside the platform.
Vendor Fulfilled Order	A fulfillment method where the Vendor is responsible for uploading all required deliverables and completing order fulfillment through CLA+.

FAQ

What are the responsibilities of Vendors in managing Vendor Fulfilled orders?

Vendors are responsible for reviewing and accepting new order requests, completing fulfillment requirements, submitting deliverables for Buyer review, and finalizing orders.

Can Vendors decline new order requests?

Yes, Vendors can decline new order requests if necessary.

How can Vendors communicate with Buyers during the fulfillment process?

Vendors can add comments in the Order Details tab to communicate directly with the Buyer throughout the fulfillment process.

What happens after a Vendor submits an order?

After submission, the order moves to Pending Review status and is sent back to the Buyer for review.

Is it possible for Vendors to cancel an accepted order?

Yes, Vendors can cancel accepted or in-progress orders when necessary.

What should Vendors do if they receive a revision request?

Vendors should review the revision request, update the necessary fulfillment materials, and resubmit the order.

What is the status of an order when it is awaiting Buyer review?

The status of the order is 'Pending Review' when it is awaiting Buyer review.

Can Vendors upload additional files during the fulfillment process?

Yes, Vendors can upload additional supporting documents or photos requested by the Buyer.

What does the 'Declined' status indicate?

The 'Declined' status indicates that the Vendor has declined a requested order, and the order is no longer active.