Skip to content
VPA Connect

Request a supplier swap

Updated 2 min read

Once the seller has paid, you can't edit an item, but you can give the job to a different supplier. A swap keeps the item's history, so use it rather than cancelling the item and adding a new one.

You can swap to a supplier in the same category only (for example, one signboard supplier for another).

Part 1: Choose the new supplier

  1. Open the campaign and select the item. Its panel opens.
  2. Select Request supplier swap. The Supplier swap panel opens.
The Supplier swap panel for a signboard item. Marker 1 is on the current supplier, 2 on New supplier, 3 on New amount inc. GST and 4 on Request swap.
Open full size: The Supplier swap panel for a signboard item. Marker 1 is on the current supplier, 2 on New supplier, 3 on New amount inc. GST and 4 on Request swap. (opens in a new tab)
  1. Check the Current supplier and amount (marker 1).
  2. Choose the New supplier (marker 2) and enter the New amount inc. GST (marker 3).
  3. Select Request swap (marker 4). "Swap saved as draft" appears. Nothing has changed yet.

Part 2: Approve the swap

A campaign with a draft supplier swap. Marker 1 is on the item's tick box, 2 on Swap pending with the new supplier, and 3 on Approve.
Open full size: A campaign with a draft supplier swap. Marker 1 is on the item's tick box, 2 on Swap pending with the new supplier, and 3 on Approve. (opens in a new tab)
  1. On the campaign page, a banner says the item has pending changes, and the item shows Swap pending with the new supplier (marker 2). Tick the item (marker 1).
  2. Select Approve (marker 3).
  3. If the swap doesn't cost the seller more, confirm with Confirm swap. "Supplier swap requests processed successfully." appears and the item shows the new supplier straight away. The seller is emailed about the change.
  4. If the swap costs more, the seller is asked to approve it and pay the difference, and the item shows Awaiting seller approval until they do. Refund credit on the campaign can cover some or all of the difference.

Until you approve it, you can change the draft (Edit draft swap) or remove it (Discard draft swap). Several drafts can be approved together.

Good to know

  • The old supplier loses the job. They no longer see it, and they can't be paid for it through VPA Connect. If they've already done some work, settle that with them directly.
  • A cheaper new supplier leaves the difference as refund credit (see Refund credit explained).
  • No swap button? Swapping isn't offered in some states, for example while the supplier has extra funding waiting on the item, or after the item is fully paid.
  • The seller still owes money? If the campaign has an unpaid balance, you can still swap, but no supplier can be paid until the seller clears it.