Creating and Fulfilling Submit on Behalf of Vendor Orders as a Buyer

Overview

This guide provides a comprehensive walkthrough for creating, fulfilling, and managing Submit on Behalf of Vendor orders in the CLA+ platform. This order type allows Buyers to manage the entire fulfillment process internally when vendors deliver reports or form responses outside the platform (e.g., via email).

The newly introduced order flow makes it easy to define order details, set fulfillment requirements, and upload all necessary documentation in one streamlined experience. This guide also covers key management actions such as editing orders, switching fulfillment methods, adding comments and reference files, and deleting unneeded orders.

By following this guide, Buyers can take full ownership of the order lifecycle and maintain a high level of control and visibility over diligence workflows within their deals.

Prerequisites for Creating a New Order

A Deal
A Property on a Deal
A Vendor Stakeholder

Creating and Fulfilling a “Submit on Behalf of Vendor” Order

Description

Buyers can use the "Submit on Behalf of Vendor" option when the vendor has provided order information (such as a report or form inputs) outside of the platform. This workflow allows the buyer to manage both order creation and fulfillment directly in CLA+.

Creating a Submit on Behalf of Vendor Order

Navigate to the Orders Page
- Log in to CLA+ and open the relevant deal.
- Click on Orders in the left-side rail to view existing orders on the Orders page.
- If no orders exist, you will be prompted to create a new one.
- Click +New Order to open the New Order Flow drawer.
Enter Order Details
- Select the Order Type (e.g., Inspection).
- Update the Order Number, if needed.
- Set a Requested Due Date if applicable.
- If the deal includes more than one property, select one or many properties. A separate order will be created for each property selected.
Navigate to the Fulfillment Requirements
- Click Next to proceed to the Fulfillment Requirements.
- Click Cancel to return to the Order page. No draft order will be saved.
Choose Fulfillment Requirements
- In the Fulfillment Options step, select what is required to complete the order:
  - Report File
  - Order Form
    - Users can select from existing Order Forms tied to the selected Order Type.
    - If an Order Form does not exist, users will be prompted to create one.
  - Both Report File and Order Form
Select Fulfillment Method
- Select Submit On Behalf of Vendor.
  - This indicates the Buyer is responsible for uploading all fulfillment materials.
  - If the vendor has already sent the report file (e.g., via email), the Buyer can upload it now or wait to upload later.
Navigate to the Review & Create
- Click Next to proceed to the Review & Create.
- Click Cancel to return to the Order page. No Draft Order is created.
Review & Create Order
- Confirm that all details and fulfillment settings are accurate.
- If edits are needed, select the Edit button or click Previous to return to the relevant step.
- Click Create Order.
- A confirmation toast will appear, and the order will move to In Progress status.

Fulfilling a Submit on Behalf of Vendor Order

Locate the Order
- Navigate to the In Progress order in the Orders page.
- Select the Order to Mark as Fulfilled.
Fulfill the Order
- Upload the Report File, if required (or even if not required, as optional support documentation).
  Complete the Order Form, if required.
- Optionally, upload additional files and photos.
Mark as Fulfilled
- Once all fulfillment requirements are met, click Mark as Fulfilled.
- Click Save to complete the process.
- The order status will update to Fulfilled.

Additional Actions

Description

Buyers can take additional actions on Submit on Behalf of Vendor orders, including editing the order, switching the fulfillment method, adding comments or reference files, and deleting the order. Because Buyers have full control, editing supports many permutations. This guide focuses on the step-by-step process, rather than covering every possible variation.

Editing a Submit on Behalf of Vendor Order

Locate the Order

Navigate to the In Progress order in the Orders page.
Select the Order to edit.

Navigate to the Order Details tab

Select the Order Details tab.

Select Edit
- Click Edit in the Order Details section to launch the Edit Order drawer.
Modify Order Details and Fulfillment Options
- Update Order Details as needed.
- Update Fulfillment Options as needed.
- Click Cancel or the X icon to close the drawer without saving changes.
Update and Save Changes
- Review changes in the Review & Create section.
- Click Update Order to save the changes.

Switching Fulfillment Methods: Submit on Behalf of Vendor → Vender Submitted

Locate the Order

Navigate to the In Progress order in the Orders page.
Select the Order to edit.

Navigate to the Order Details tab
- Select Order Details tab.
Select Edit
- Click Edit in the Order Details section to launch the Edit Order drawer.
Modify Order Details and Fulfillment Options
- Update Order Details if needed.
- Click Next to proceed to Fulfillment Options.
Modify Fulfillment requirements
- Update Fulfillment requtions as needed
  1. Report File required
  2. Report File and Order Form required
  3. Order From required
- Select Cancel or X to close without saving updates
Switch Fulfillment Method
- Select Vendor Fulfilled as the new fulfillment method.
- Complete the required fields for vendor assignment and order configuration.
- Click Next to proceed to the Review & Create step.
Update and Save Changes
- Review the modifications.
- Click Update Order to finalize the changes.
Request is sent to Vendor
- After the order is updated, you will be routed back to the Order Details.
- The order status will update to Requested.
- To learn more about Vendor Fulfilled orders, go here: Creating, Monitoring, and Fulfilling Vendor Fulfilled Orders as a Buyer

Add a Comment

Locate the Order

Navigate to the In Progress order in the Orders page.
Select the Order.

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

Add Reference Files

Locate the Order

Navigate to the In Progress order in the Orders page.
Select the Order.

Navigate to the Order Details tab
- Select Order Details
Add Reference Files
- Upload one or many desired Files

Deleting a Submit on Behalf of Vendor Order

Locate the Order

Navigate to the In Progress order in the Orders page.
Select the Order to Delete

Open the Overflow Menu
- Click the overflow menu (⋮) in the top right of the order.
Select Delete Order
- A warning modal will appear.
- Click Delete Order to cancel and remove the order permanently.
- Click Cancel to return to the order without making changes.

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 is the purpose of the 'Submit on Behalf of Vendor' order in the CLA+ platform?

This order type allows Buyers to manage the entire fulfillment process internally when vendors deliver reports or form responses outside the platform.

What are the prerequisites for creating a new 'Submit on Behalf of Vendor' order?

You need a Deal, a Property on a Deal, and a Vendor Stakeholder.

Can Buyers edit an existing 'Submit on Behalf of Vendor' order?

Yes, Buyers can edit the order, switch fulfillment methods, add comments, and delete the order.

What steps are involved in fulfilling a 'Submit on Behalf of Vendor' order?

Buyers must locate the order, fulfill the requirements by uploading necessary files, and then mark the order as fulfilled.

Is it possible to delete a 'Submit on Behalf of Vendor' order?

Yes, Buyers can delete an order by selecting it and using the overflow menu to choose the delete option.