Too much time wasted in uploading order confirmations and asking suppliers questions, due to inaccurate or incomplete information?

Automate the management of order confirmations

Obtain full control over incoming goods and improve production planning

The scarcity of raw materials and difficulties in procurement are resulting in delays and deficits in dating and quantifying deliveries from suppliers, with direct consequences on effective planning and production.

The manual entry of confirmed dates and quantities also entails a high probability of error and resulting production inefficiencies, in addition to requiring a large amount of time for asking suppliers for accurate information.

The scarcity of raw materials and difficulties in procurement are resulting in delays and deficits in dating and quantifying deliveries from suppliers, with direct consequences on effective planning and production.

The manual entry of confirmed dates and quantities also entails a high probability of error and resulting production inefficiencies, in addition to requiring a large amount of time for asking suppliers for accurate information.

From the manual management of order confirmations…

01
Continuous monitoring

of the e-mail address or other channels dedicated to receiving order confirmations from suppliers.

02
Manual downloading

of the order confirmations, which can be received in a variety of formats, depending on the supplier, some non-human readable.

03
Manual data entry

copying and pasting or typing into the ERP the delivery dates and quantities shown in the document.

04
Questions to suppliers

by e-mail or telephone, to check the correct quantities and delivery dates confirmed.

05
Manual updating

of the information in the ERP if the supplier communicates changes to the dates or quantities of the goods to be delivered.

… to the automatic management of order confirmations

01

Automatic monitoring, download, data entry, questioning suppliers and updating data

The solution autonomously receives the order confirmations and recognises the supplier. Imports and extracts the data. Automatically uploads to the ERP software the order confirmation and a pre-set number of days prior to the delivery date, sends an automatic verification e-mail. The e-mail contains a link the supplier can use to access a web portal to exchange documents and data.

02

Interaction through the supplier portal

On the web portal, suppliers can confirm or change the quantities and delivery dates previously indicated, in a fully autonomous manner.

03

Automatic updating of data

If the supplier changes the data, the platform automatically updates the dates and quantities to be delivered in the ERP. The system notifies the users of the changes or the lack of response to the reminders.

With automatic management of order confirmations, you obtain:
0
in reliability of information
0
in data entry errors

The digital flow … in detail

With the COLLHUBORATE suite, the management of order confirmations from suppliers can be completely automated in a few simple steps. Find out what they are!

A specific connector is “listening” in a specific e-mail address or folder to acquire order confirmations received from suppliers (PDF, CSV, XLS or any other format).

This triggers a process that imports the document, recognises the content and identifies the associated supplier, to automatically apply the correct mapping to extract the data.

The solution automatically recognises and extracts the codes of the orders, the quantities and the delivery dates confirmed.

The solution can automatically import the data in the order confirmation to the ERP, generating a specific XML file, directly inputting the quantities and deliver dates in the database tables or controlling the screens of the ERP as if the user were interacting.

A pre-set number of days prior to the planned delivery date, the solution sends the supplier an automatic e-mail to verify the data of the order confirmation. The system also sends automatic planned reminders in the event of no response.

The e-mail contains a link to a web portal that lets the supplier view the PDF of the order. By clicking on the link, the supplier can answer, confirming or changing the planned dates and quantities of delivery.

If the supplier has changed the quantities or delivery dates of the order, the solution automatically updates the dates in the ERP.

If the supplier makes changes to the dates or quantities to be delivered or does not respond to the automatic reminders, the system sends the user a notification.


Discover the advantages of automatic management of order confirmations

  • You no longer have to:

    • upload to the ERP software quantities and delivery dates of suppliers’ order confirmations;
    • send e-mails or make phone calls to verify expected quantities and delivery dates;
    • send reminders to suppliers in the event of no answer;
    • update in the ERP the data of the order confirmation in the event of changes.
  • You can dedicate much more time to more strategic activities, such as searching for new suppliers or negotiating better terms and conditions. You will be involved in managing order confirmations only where your intervention is required, for example, if the supplier, by changing the order confirmation data, does not meet the pre-set conditions or does not respond to the automatic reminders.

  • Eliminate errors due to typing mistakes or changes that are missed during the check.

  • No disruption: you will keep working as you always have, using the company applications you already use.

    The COLLHUBORATE Solutions can interface with any IT system, due to the numerous integration methods provided.

  • Increase the reliability of information with more efficient, targeted communications to suppliers.

  • Extremely quick updating of information. The quantities and delivery dates confirmed or changed are instantaneously uploaded to the ERP, guaranteeing real-time updating of data.

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the automatic management of order confirmations

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the automatic management of order confirmations

Want to digitally manage supplier order confirmations?
Fill out the form to ask for more information.
Type the words you want to search...