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Use caseUC0017

Check supplier change emails against the right purchase order

Suppliers email to move, cancel or change open orders, often without saying which order they mean. This app finds the order, pulls out the change, works out the dollar and ship-date effect, and flags big ones for a second look.

For the buying teamCross-domain · Retail

Why it matters

Today's manual process, and the same job with the app

A buyer at a hardware retailer, working through supplier emails that ask to change open purchase orders.

✕Today's manual process

1Read each supplier email to see what they want: a new date, a new quantity, a new price or a cancel.
2Find the order it means in the order system, often with no order number to go on.
3Work out the cost in a spreadsheet, from that order's quantity, unit price and ship date.
4One slip changes the wrong order, or lets a costly change through unchecked.
Every email worked out manually

✓With the app

1Each email is read, and the change is pulled out: date, quantity, price or cancel.
2The right order is found among the supplier's open orders. If it cannot tell, a person decides.
3The dollar and date effect is worked out with fixed arithmetic on the order's own numbers.
4Small changes are marked safe to accept; big ones are flagged for a person to review.
People review only big or unclear changes

See it work

One real case, read by the app, step by step

Halberd Fastening Co asks to rush its split collars to August 11. Two open orders fit; only one is for 100 units.

Check supplier change emails against the right purchase orderReference appBuilt to be shaped to your process
  1. 1The supplier's email Halberd Fastening Co asks to rush the split collars to August 11.
  2. 2Two open orders fit both are split collars, so the product name alone cannot tell them apart.
  3. 3Only one is for 100 units the order the clue points to, due to ship August 24.
  4. 4The match and the change the 100-unit order, matched, with an expedite to August 11.
  5. 5The dollar and date effect it costs $455 more and pulls the ship date in 13 days.
  6. 6Flagged for a person above the $250 threshold, so it goes to review before it is accepted.

For engineers

How it is built, and how we measured it

All fourteen steps of the build are written up, from the business case to running it in your own environment.

Kit overview →
70 of 70emails matched to the right ordermeasured in 06 Evals →
60 of 60matched changes costed exactly rightmeasured in 06 Evals →
29 of 70emails where more than one order fitmeasured in 04 Corpus →
0.6¢to check all 70 emailsmeasured in 07 Unit cost →

The build, step by step

14 steps

Make it yours

What you see is a reference app. We shape it to how you work.

Every part of it is built to change, and none of it means starting over.

Your rulesThe dollar limit and date rules that decide what is safe to accept.
Your recordsYour open purchase orders and supplier list, straight from the system you keep them in.
Your systemsYour supplier inbox in, and decisions out to your purchasing system.
Your screensThe change types, fields and wording your buying team already uses.

Want this for your team?

Talk to us

We can run this on your own supplier emails and open orders, with your own limits, inside your environment.

Talk to us →
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