Solutions Procurement

Every supplier confirmation read, every late PO chased.

Purchase order management is everything that happens after a PO leaves: the supplier confirmation, the price or date that moved, the follow-up when nothing comes back, and the customer order waiting on it. Elentaria reads each confirmation against the open PO in the ERP, chases what is late, and brings the buyer only the decisions that are theirs.

See one morning
Supplier confirmation / PO 44712 of 40 need a decision
ConfirmationPDF, procurement inbox
LinePartQtyPriceDelivery
10FL-2040-S12018.4012 Oct
20BR-115-A4043.6012 Oct
30HX-88-C6002.1526 Oct
40CP-300-R1696.0012 Oct
Purchase orderNetSuite
LinePartQtyPriceDelivery
10FL-2040-S12018.4012 Oct
20BR-115-A4041.2012 Oct
30HX-88-C6002.1512 Oct
40CP-300-R1696.0012 Oct
  • Line 20Price 41.20 to 43.60. Outside the agreed list. To J. Klein, buyer.
  • Line 30Delivery moved 12 Oct to 26 Oct. Sales order 8812 depends on it. To the buyer, customer flagged.
  • Lines 10, 40Match. Confirmed on the purchase order.

Today, by hand

Today a buyer opens every supplier confirmation, finds the purchase order it answers, and checks price, quantity and delivery date against it line by line. Late confirmations are chased from a list when there is time, and a slipped date is discovered when the customer asks where the order is.

One day in procurement

40 confirmations overnight, two decisions for the buyer.

The confirmations that came in overnight, matched before the buyer sat down, and the one delivery slip that would have reached a customer late.

  1. 07:45Elentaria

    40 supplier confirmations that arrived overnight are read and matched line by line to their open purchase orders; 38 agree and are confirmed on the PO.

  2. 07:46Elentaria

    Two go to J. Klein, the buyer: one price outside the agreed list, and one delivery on PO 4471 moved from 12 Oct to 26 Oct, which puts sales order 8812 at risk.

  3. 09:10A person

    J. Klein accepts the new date and asks the supplier for a part shipment of 200 on 12 Oct to cover the customer order.

  4. 09:11The system

    PO 4471 is updated with the split delivery, sales order 8812 gets the new date, and the account manager sees the flag on the customer order.

  5. 09:12Elentaria

    The reply to the supplier goes out with the split request, and the customer is told the new date before they ask.

  6. 16:00Elentaria

    The chase list: seven purchase orders with no confirmation after five days get a follow-up, and two suppliers already on a second follow-up go to the buyer.

The workflows in this process

What it reads, checks, writes, and brings to a person.

01

Purchase order management

Tracks every open purchase order, follows up suppliers when confirmations are missing, and records what comes back.

Reads
Open purchase orders in the ERP and the supplier replies arriving in the procurement inbox
Checks
Which POs have no confirmation after the agreed number of days, and which confirmed dates have passed without a delivery
Writes
The follow-up email to the supplier, the confirmation status and expected date on the PO, and a note on the PO history
To a person
Suppliers who have not answered a second follow-up, and POs whose confirmed date has moved past a customer commitment
How it runs, step by step
02

Supplier order confirmation matching

Reads each supplier confirmation, compares it line by line to the open PO, and updates the PO and the customer orders that depend on it.

Reads
Supplier order confirmations arriving as PDF or email in the procurement inbox
Checks
Each line against the open purchase order in the ERP: price, quantity, part number, delivery date
Writes
Confirmed lines and new dates to the purchase order, and to the customer orders that depend on them
To a person
Lines with a price change, a split delivery or an unknown part number, with the two documents side by side
How it runs, step by step
03

Procurement automation

Sends supplier RFQs, watches open POs for late deliveries, and flags the customer orders at risk because of them.

Reads
Purchase requisitions and open POs in the ERP, supplier quotes and delivery notices arriving by email, and the customer orders linked to each PO
Checks
Supplier quotes against the requisition and the last agreed price, confirmed delivery dates against the dates customer orders need, and POs past their due date
Writes
The supplier RFQ emails, the chosen quote onto the PO, updated expected dates on the PO, and a delay flag on the affected customer orders
To a person
A late PO that puts a customer order at risk, with the supplier reply and the affected order lines together
How it runs, step by step

See it run on your documents.

Bring last week’s supplier confirmations and the open PO list, and we will show which lines changed and which customer orders they touch.