Demo

Supplier document reader

A supplier answers a purchase order with an order confirmation by email, then a delivery note as a PDF. See the lines read from both, compared with the order, the differences sorted into what the rules accept and what needs a person, and the update the ERP receives. The documents are prepared samples.

The documents

From: Alpenkamm Verkauf <orders@alpenkamm.example>
To: purchasing@yourshop.example
Subject: Order confirmation AB-88213
         for your order PO-2026-1041
Date: 14 Oct 2026, 09:12

Dear customer,

thank you for your order PO-2026-1041 of 12 October.
We confirm as follows:

Pos. 1  4711 Softshelljacke Grat, schwarz, M
        6 pcs · EUR 48.50 · week 45
Pos. 2  4711 Softshelljacke Grat, navy, M
        4 pcs · EUR 48.50 · week 45
        remaining 2 pcs follow in week 48
Pos. 3  4712 Fleecepullover Lärche, rot, S
        8 pcs · EUR 23.10 · week 45
        new price list from 1 November
Pos. 4  4715 Regenhose Bach, schwarz, L
        5 pcs · EUR 27.80 · week 47
Pos. 5  4720 Merino Mütze Gipfel, bordeaux
        12 pcs · EUR 9.40 · week 45
        colour rot discontinued, replaced by bordeaux
Pos. 6  4720 Merino Mütze Gipfel, anthrazit
        12 pcs · EUR 9.40 · week 45

Prices net, delivery DAP. Kind regards,
Sabine Keller, Alpenkamm sales

Prepared samples: in the demo, the lines read from them are fixed. In a real build AI reads each supplier's documents, however they're laid out, and a person checks what it isn't sure of; the comparison below works the same way.

Rules

Accept price changes up to

Accept later delivery dates up to

1 week

Accept a short confirmation when the rest has a date

Anything outside the rules waits for a person, with the reason.

AB-88213 and LS-55190 against the order

2 of 6 lines confirmed

4 points need a person or the supplier.

Needs a person

Line 3: the price goes from €22.00 to €23.10 (+5%).
Line 4: confirmed for week 47 instead of 45.
Line 5: bordeaux instead of red, as a replacement.
Line 6: 14 delivered, 12 confirmed: 2 extra.

Accepted by the rules

Line 2: 4 of 6 confirmed, the other 2 in week 48.
Line 4: not on this delivery note, confirmed for week 47.

Order, confirmation and delivery, line by line

Line	SKU	Ordered	Confirmed	Delivered	Status
1	AK-4711-SCHW-M	6 × €48.50, week 45	6 × €48.50, week 45	6	Confirmed
2	AK-4711-NAVY-M	6 × €48.50, week 45	4 × €48.50, week 45+ 2 in week 48	4	Confirmed
3	AK-4712-ROT-S	8 × €22.00, week 45	8 × €23.10, week 45	8	Waiting for approval
4	AK-4715-SCHW-L	5 × €27.80, week 45	5 × €27.80, week 47	0	Waiting for approval
5	AK-4720-ROT-ONE	12 × €9.40, week 45	12 × €9.40, week 45bordeaux	12	Waiting for approval
6	AK-4720-ANTH-ONE	12 × €9.40, week 45	12 × €9.40, week 45	14	Waiting for approval

The update for the ERP

Confirmed lines carry the supplier's quantities, dates and prices; the others keep the order's price until a person approves the change.

Line	SKU	ERP price	Status
1	AK-4711-SCHW-M	€48.50	Confirmed
2	AK-4711-NAVY-M	€48.50	Confirmed
3	AK-4712-ROT-S	€22.00	Waiting for approval
4	AK-4715-SCHW-L	€27.80	Waiting for approval
5	AK-4720-ROT-ONE	€9.40	Waiting for approval
6	AK-4720-ANTH-ONE	€9.40	Waiting for approval

Draft to the supplier

Subject: PO-2026-1041 / AB-88213: 4 questions

Hello, thank you for confirmation AB-88213. A few points before we book it:

• Line 3 (AK-4712-ROT-S): the confirmation shows €23.10 instead of €22.00. Please confirm the new price and from when it applies.
• Line 4 (AK-4715-SCHW-L): can week 45 still be met? If not, please confirm week 47.
• Line 5 (AK-4720-ROT-ONE): we ordered red. Please confirm bordeaux as the replacement, or cancel the line.
• Line 6 (AK-4720-ANTH-ONE): we received 2 more than confirmed. Will you invoice them, or collect them?

Kind regards,
Purchasing

What it shows

The checking a buyer does by hand, done on every document

Documents as suppliers send them: an email with the lines in its text, a delivery note laid out by the supplier's system, partly in German.
Every line matched to the purchase order: quantity, price, date and colour.
Rules that decide what needs a person: price changes within a tolerance, a few weeks' delay, short confirmations with a date for the rest.
One click to approve, and the questions for the supplier drafted from what's still open.
The update the ERP receives, with the old price kept until the new one is approved.

The demo reads one supplier's two documents. A real build reads every supplier's confirmations, delivery notes and invoices from the mailbox, files them against the order and posts the update to your ERP, with a person approving what the rules don't cover. Describe your current process and get a free written first opinion.

Get a free first opinion All demos →