# Real-world scenarios ## Overview This article walks through two practical scenarios that illustrate how the Supplier Order Manager handles incoming supplier confirmations. The first covers a clean confirmation where all details match the purchase order exactly. The second covers a confirmation where the supplier has proposed a change to the delivery date, requiring human review before the system can proceed. ### Scenario 1: Exact Match Confirmation This scenario covers the most common type of interaction, a supplier confirms they can fulfilll all line items at the agreed quantities, prices, and delivery date. Everything aligns with the purchase order on record. **What triggers it:** A supplier sends a purchase order confirmation via email to the order manager's monitored inbox. **What the Digital Worker does:** 1. The Email Parsing skill detects the incoming message, reads the email and any attached documents, and extracts all relevant confirmation details. 2. The system retrieves the original purchase order from IFS Cloud, line items, quantities, prices, delivery dates, and all associated metadata. 3. A line-by-line comparison is performed between the supplier's confirmation and the purchase order. No discrepancies are found. 4. The order is confirmed automatically in IFS Cloud without any manual intervention. 5. The procurement team receives a notification via Microsoft Teams that the purchase order has been confirmed. **Result:** The entire confirmation process, email receipt, data extraction, PO comparison, ERP update, and team notification, happens automatically. The procurement team is informed without having to open the email, locate the purchase order, or make a single manual update. What would typically take 10 to 15 minutes of manual processing is completed in seconds. ### Scenario 2: Confirmation with a Delivery Date Change This scenario covers a confirmation where the supplier cannot meet the original delivery date and is proposing a revised schedule. The details are otherwise correct, quantities and pricing match, but the date change needs to be reviewed before the order can be updated. #### Step 1: Confirmation Received and Parsed The supplier sends their purchase order confirmation via email. The Digital Worker picks it up immediately, reads through the email and attached document, and begins extracting and comparing all details against the purchase order in IFS Cloud. #### Step 2: Discrepancy Detected During the line-by-line comparison, the system identifies that the supplier has proposed a delivery date that differs from the original purchase order. Rather than posting the change automatically or ignoring it, the Digital Worker flags it as an exception requiring human review. A notification is sent to the procurement team via Microsoft Teams. The message includes full context: the original delivery date, the supplier's proposed date, and all other order details, so the reviewer has everything they need to make a decision without doing any additional investigation. #### Step 3: Human Decision Made The team member reviews the notification in Teams and approves the revised delivery date. This decision takes seconds rather than the time it would have taken to manually process the email, identify the discrepancy, determine the impact, update the system, and communicate back to the supplier. #### Step 4: ERP Updated and Supplier Notified The Digital Worker executes the approved change immediately. The purchase order in IFS Cloud is updated with the revised delivery date, with all other line item details unchanged. A confirmation is sent back to the supplier, and the team receives confirmation that the order has been updated. **Result:** The Digital Worker caught the delivery date change during validation, surfaced it to the right person with complete context, and updated the system the moment a decision was made. The procurement team stayed informed and in control without being buried in the processing work surrounding the decision. ## What These Scenarios Illustrate **Clean confirmations are fully automated.** When a supplier's confirmation matches the purchase order exactly, no human involvement is needed at any stage. The system handles extraction, comparison, ERP update, and team notification end to end. **Changes are caught before they reach the ERP.** Discrepancies in delivery dates, quantities, or pricing are identified during the comparison stage, before anything is written to IFS Cloud. This prevents incorrect data from entering the system and avoids the rework that would follow. **Exceptions come with full context attached.** When the system routes something for human review, it includes everything the reviewer needs to make a fast, informed decision: what changed, what the original value was, and what the impact is. Reviewers are making decisions, not investigating. **Approval triggers immediate action.** Once a decision is made in Teams, the Digital Worker executes it without delay. There is no separate step to update the system or notify the supplier, those happen automatically as part of the approval flow. **Outbound supplier communication is handled consistently.** Rather than individual team members drafting their own emails, confirmations and responses are generated by the system based on the purchase order context, ensuring professional, consistent communication at every touchpoint. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://kb.theloops.io/digitalworkers/ifs-loops-digital-workers/digital-worker-guides/supplier-order-manager/core-concepts/real-world-scenarios.md?ask= ``` The question should be specific, self-contained, and written in natural language. 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