Give every received file an identity
Save the original attachment before editing it. Record the supplier, the date and time received, the stated effective date, the sender, and a short version label such as received-01. When a correction arrives, save it as received-02; do not overwrite the first attachment. A supplier's filename may be reused, so your own label should distinguish the two.
The supplier's effective date answers when its proposed prices should apply. The received date answers when your team learned of them. Neither is the approval date. Keep all three separate, especially when a correction arrives after a buyer has started reviewing. The supplier file template lists the item fields and effective date needed for an inspectable review.
Compare revisions before carrying decisions forward
Match rows using the supplier SKU and the confirmed catalog mapping. Compare price, multiplier, pack quantity, unit of measure, currency, and effective date. Label rows added, removed, changed, or unchanged. A changed description can matter too if it points to a different product or specification. The SKU matching guide explains why a similar description is not enough to transfer a decision to another item.
In this fictional RowTune elbow example, a $9.20 list price with a 0.42 multiplier gives a $3.864 net cost. A buyer approves that row. The supplier then corrects the multiplier to 0.46, making net cost $4.232 before display rounding. The earlier approval covered the old multiplier, not the revised cost. Put the row back in review and record why it changed. An unchanged row can keep its prior decision only if your process can prove that its identity, unit basis, cost, and date stayed the same.
| Fictional elbow | Received 01 | Received 02 | Next action |
|---|---|---|---|
| Net cost per each | $3.864, approved | $4.232, corrected | Review the corrected row again |
Keep a short revision log
For each file, record its version label, source attachment, received time, effective date, row count, changed-row count, reviewer, and decision. Tie the final export to the exact version used. A one-line note such as “received-02 supersedes received-01; three costs corrected; three approvals reopened” is more useful than a folder full of files called final.xlsx.
Before sending an ERP staging file, reconcile its row count and values against the approved version. The import checklist covers the receiving template and test import. RowTune helps review supplier changes and produce a reviewed export; it does not apply a supplier correction to your ERP automatically. Keep the source files and approval record under your team's retention policy.