Keep every purchase order tracked, confirmed and matched.
Elentaria follows each purchase order after it is sent: it records the supplier's confirmation, matches it line by line against what was ordered, chases suppliers when confirmations or updates are missing, and routes discrepancies to the person who decides.
No unconfirmed orders
Every open purchase order either has a matched confirmation or a follow-up in progress. Nothing sits unnoticed until the delivery date.
Discrepancies caught early
Price, quantity and date differences between the PO and the confirmation are found on the day the confirmation arrives, not at goods receipt.
Less chasing by hand
Supplier follow-ups go out on schedule from the case itself, with the right references, so the buyer's inbox is no longer the tracking system.
From PO sent to invoice matched.
Elentaria connects the purchase order, the supplier's confirmation, follow-up, changes, receipt and the invoice so the order is tracked from one record instead of a chain of emails.
Start tracking the moment the PO goes out.
Elentaria picks up each purchase order from your ERP or procurement system and opens a case for it: what was ordered, from whom, at what price, and when it should be confirmed and delivered.
PO number, supplier, line items, quantities, agreed prices, delivery dates, delivery address and the buyer responsible.
Confirmation deadline, delivery window, supplier-specific lead times and the escalation path if either is missed.
PO sent to the supplier in the format they expect, with the send recorded against the case.
- PO created
- Case opened
- Deadlines set
- PO sent
- Tracking started
Match the confirmation to the order, line by line.
When the supplier's order confirmation arrives, usually as an email or PDF, Elentaria reads it and compares it with the purchase order.
Confirmations from email, PDF, supplier portals and EDI, including supplier references, items, quantities, prices and confirmed dates.
Line-by-line matching against the PO: quantities, unit prices, totals, delivery dates, part numbers and terms.
Matched confirmations recorded in the ERP; differences flagged with the exact lines and values that differ.
- Confirmation received
- Document read
- Lines matched
- Differences flagged
- ERP updated
Chase what is missing, on time, every time.
If a confirmation, a delivery update or a shipping notice does not arrive when it should, Elentaria follows up with the supplier and keeps following up until it does.
Reminder to the supplier when the confirmation deadline passes, with the PO attached and a clear request.
Status requests ahead of the delivery date, shipping notice and tracking capture, and updates on delayed or partial shipments.
Repeated non-response or a delay that threatens a customer order escalated to the buyer or the supplier's account manager.
- Deadline passed
- Reminder sent
- Reply captured
- Case updated
- Escalated if needed
Route every difference to the person who decides.
Price, quantity and date differences are not accepted or rejected automatically. Elentaria gathers the context and asks the responsible buyer, then applies the decision.
Price increases, short or over-confirmed quantities, later dates and substituted items, presented with the PO line, the confirmed line and the impact.
Accept, reject or negotiate, recorded against the case, with the PO amended in the ERP when the change is approved.
Affected customer orders, production schedules or stock plans identified and the responsible people informed.
- Difference identified
- Impact assessed
- Buyer asked
- Decision applied
- PO amended
Close the order with receipt and invoice matched.
When the goods arrive and the invoice follows, Elentaria matches both against the confirmed order so the invoice is approved on what was actually delivered.
Receipt quantities against confirmed quantities, partial deliveries tracked to completion, shortages and damages flagged.
Supplier invoice matched to the PO, the confirmation and the receipt: quantities, prices, taxes and terms.
Case closed with the full history, and supplier performance on confirmation time, delivery accuracy and price changes recorded.
- Goods received
- Receipt matched
- Invoice received
- Invoice matched
- Case closed
Automate the tracking. Keep the supplier decisions.
Elentaria does the reading, matching and chasing. Accepting a price change, agreeing a later date or switching supplier stays with the buyer.
Price increases, quantity changes, date changes and substitutions wait for the buyer or the person you have named.
Unreadable confirmations, unknown items and unexpected suppliers are held and routed, never matched on a guess.
Every PO shows whether it is confirmed, matched, chased or waiting, and on whom.
Common questions
What is purchase order management automation?
It is the work of following a purchase order after it is sent: recording the supplier's confirmation, matching it against the order, chasing the supplier when confirmations or delivery updates are missing, handling differences, and matching receipt and invoice at the end. Elentaria runs this from your ERP or procurement system, with your rules applied.
What is order confirmation matching?
Comparing the supplier's order confirmation with the purchase order line by line: quantities, prices, dates, part numbers and terms. Matched confirmations are recorded in the ERP; any difference is flagged with the exact lines and values and sent to the buyer to decide.
How does Elentaria chase suppliers?
From the case itself. When a confirmation or update deadline passes, a follow-up goes to the supplier with the PO reference and a clear request, replies are captured against the case, and repeated non-response is escalated to the buyer.
How do we get started?
Bring the open purchase orders you have today. Elentaria is set up on your suppliers, confirmation deadlines and approval rules for that flow, scoped on a live demo, and extended from there.
See how Elentaria would run your purchase orders.
Bring a few open POs and their confirmations and see them tracked, matched and chased from one place, with your buyers deciding the differences.