Keep every purchase request quoted, ordered and on time.
Procurement automation is the work of turning purchase requests into supplier quotes and orders, then keeping those orders confirmed and on time, without a buyer doing the chasing by hand. Elentaria reads purchase requests, open purchase orders, supplier quotes and supplier emails across the ERP and the purchasing inbox your team already runs, drafts and sends supplier RFQs, compares the quotes in one table, follows up late or unconfirmed POs, and flags the customer orders that depend on them. The choice of supplier stays with the buyer.
Reads
Purchase requests, open purchase orders, supplier quotes and supplier emails across the ERP and the purchasing inbox, including item, quantity, need-by date, supplier, confirmed date and the customer order each line supports.
Checks
Which requests still need quotes, which open POs are past their confirmation or delivery date or have no confirmation at all, and which customer orders or production jobs depend on those lines.
Writes
Supplier RFQs drafted and sent, quotes collected and compared in one table, follow-ups on late or unconfirmed POs, and confirmed dates updated in the ERP once the supplier confirms.
To a person
The supplier choice, quotes outside expected prices, and customer orders at risk because of a supplier delay, brought to the buyer with the quotes, the PO lines and the affected orders side by side.
From purchase request to goods on time.
Elentaria connects purchase requests, supplier RFQs, quote comparison, open PO monitoring, supplier follow-up and the customer orders behind them so a request is understood once and every later step works from the same record.
Turn every purchase request into a request for quotation.
Elentaria picks up purchase requests from the ERP or the purchasing inbox, works out which need quotes, and drafts and sends the RFQ to the suppliers your team has approved for that item.
Item or specification, quantity, need-by date, requesting department, budget reference and the customer order or production job behind it, from the ERP or the email.
Items with a valid contract price ordered directly under your rules; items without one, above a value threshold or from a new supplier sent for quotation.
Request for quotation with the specification, quantity, delivery date and terms, sent to the approved suppliers for that category, with a reply deadline and the send recorded.
- Request received
- Quote need decided
- Approved suppliers selected
- RFQ drafted
- RFQ sent
Collect the quotes and compare them in one table.
As supplier quotes arrive by email or PDF, Elentaria reads them, lines them up in one comparison table against the request and the expected price, and chases suppliers who have not replied. The buyer chooses.
Unit price, quantity breaks, lead time, validity, minimum order quantity, freight, payment terms and any deviation from the specification, from the email or the attached PDF.
One table per request with each supplier's price, lead time and terms against the requested date and the last price paid, with gaps and deviations marked.
The comparison sent to the buyer with quotes outside the expected price range marked; the buyer picks the supplier and the PO is raised from that choice.
- Quote received
- Quote read
- Table updated
- Non-responders chased
- Buyer chooses
Know which open POs are late or unconfirmed before it matters.
Elentaria reads the open purchase orders in the ERP every day and checks each line against the dates the supplier should have confirmed or delivered by.
PO number, supplier, lines, quantities, order date, requested date, confirmed date, received quantity and the buyer responsible, from the ERP.
Confirmation deadline passed with no confirmation, confirmed date later than requested, delivery date passed with nothing received, and partial receipts still open.
Lines linked to a customer order, a production job or a stock-out listed first, with the date the shortage would bite.
- Open POs read
- Dates checked
- Late lines listed
- Unconfirmed lines listed
- Consequences ranked
Chase the supplier, capture the answer, update the ERP.
Elentaria follows up each late or unconfirmed PO with the supplier, reads the reply, and writes the confirmed or revised date back to the ERP once the supplier has committed and the buyer has accepted any change.
Reminder to the supplier with the PO reference, the lines in question and a clear request for a confirmation or a delivery date, repeated at the intervals you set.
Confirmed dates, revised dates, partial shipments, tracking numbers and substitutions read from the supplier's email or confirmation document and recorded against the PO.
Confirmed date written to the PO line in the ERP once confirmed; a later date, a price change or a substitution held for the buyer to accept before anything changes.
- Follow-up sent
- Reply captured
- Date confirmed
- ERP updated
- Changes held for buyer
Tell the people whose orders depend on a late supplier.
When a supplier delay threatens a customer order or a production job, Elentaria identifies the affected orders and brings them to the buyer and the order owner with the options in front of them.
The customer orders, production jobs and stock levels that rely on each late PO line, from the ERP.
Affected order, promised customer date, supplier's new date and the gap, sent to the buyer and the sales or planning contact you have named.
Expedite, split the delivery, order from a second approved supplier or inform the customer, chosen by the buyer and recorded against the PO and the customer order.
- Delay confirmed
- Dependent orders found
- Risk presented
- Buyer decides
- Orders updated
Automate the chasing. Keep the supplier choice.
Elentaria does the reading, drafting, comparing and chasing; rules, approvals and exceptions decide how work moves, and choosing a supplier, accepting a later date or paying more than expected stays with the buyer.
Supplier selection, quotes outside the expected price, later delivery dates, price changes and substitutions wait for the buyer or the person you have named.
Quotes that deviate from the specification, unknown suppliers and unreadable confirmations are held and routed, never actioned on a guess.
Every request and PO shows whether it is quoted, ordered, confirmed, chased or late, which customer orders depend on it and who is deciding.
Common questions
What is procurement automation?
It is the work of turning purchase requests into supplier quotes and orders, then keeping those orders confirmed and on time: drafting and sending RFQs, collecting and comparing quotes, watching open purchase orders, chasing suppliers and flagging the customer orders a delay would affect. Elentaria runs this from the ERP and purchasing inbox a company already uses, with the choice of supplier always left to the buyer.
Which documents and systems does Elentaria work from?
Purchase requests and open purchase orders in the ERP, supplier quotes and confirmations arriving as email or PDF in the purchasing inbox, and the customer orders and production jobs in the ERP that depend on them. Elentaria reads from and writes to those systems; quotes are read from the supplier's own document and compared in one table.
Does Elentaria replace our ERP?
No. The ERP stays the system of record. Elentaria reads purchase requests, open POs and dependent orders from it, and writes confirmed dates back to the PO lines once the supplier confirms. Raising the PO and changing a price or a date remain decisions the buyer makes, in the ERP or by approving what Elentaria has held.
Which tools do teams compare for this work?
Teams looking at document reading and order automation on the purchasing side usually compare Workist and Conexiom. Our sourced comparisons are at https://elentaria.ai/compare/elentaria-vs-workist, https://elentaria.ai/compare/workist-vs-conexiom and https://elentaria.ai/compare/best-workist-alternatives.
How do we get started?
Bring your open purchase order list and the supplier emails you chase by hand to the demo. Elentaria is set up on your approved supplier list, quote thresholds, confirmation deadlines and escalation rules for that flow, scoped on a live demo, and extended from there.
See how Elentaria would run your purchasing.
Bring your open purchase order list and the supplier emails you chase by hand to the demo. See the late and unconfirmed lines listed, the follow-ups drafted and the orders at risk flagged, with your buyers making the calls.