FAQ

Capabilities & functionality

Q: What does Supplier Order Manager do for me?

A: It automatically manages supplier communications, updates purchase orders, handles delays & sends confirmations, saving you from repetitive email & data entry tasks.

Q: How quickly does Supplier Order Manager process supplier emails?

A: Updates are processed in near real-time. As soon as a supplier email arrives, Supplier Order Manager scans it, extracts key data & updates your ERP, often before you even see the message.

Q: How does Supplier Order Manager know what to update?

A: It parses supplier messages (emails, PDFs, attachments) to extract order details & cross-checks them with your ERP purchase orders.

Q: What if a supplier sends multiple changes in one email?

A: Supplier Order Manager can handle combined updates, such as a quantity change & a delivery date shift, applying them accurately & leaving a record of the original values.

Q: Does Supplier Order Manager work with international suppliers?

A: Yes. It supports multilingual email parsing & can handle multiple currencies, units of measure & tax configurations based on ERP data.

Control & collaboration

Q: Will suppliers notice they're dealing with a digital worker?

A: No. Supplier Order Manager uses standard business communication templates, so messages look & feel like they're coming from your procurement team.

Q: Can I override Supplier Order Manager's decisions?

A: Yes. You can configure thresholds for automatic action & set rules for when human approval is required, such as price changes beyond a certain percentage.

Q: What happens if a supplier doesn't reply?

A: Supplier Order Manager automatically follows up with chaser emails. If no response is received after a defined period, it escalates the issue to a human user.

Q: How will this affect my role?

A: Instead of spending time updating spreadsheets & chasing emails, you'll focus more on supplier relationships, negotiations & strategic sourcing.

Integration & technology

Q: How does Supplier Order Manager connect to ERP systems?

A: It uses standard APIs & projections to validate & update orders.

Q: Which APIs does Supplier Order Manager rely on?

A: Key APIs handle purchase order confirmations, updates with differences & document retrieval to ensure accurate, validated ERP updates.

Q: Can Supplier Order Manager integrate with tools beyond ERP?

A: Yes. It can connect with communication platforms such as Outlook, Gmail, & Teams to centralize supplier interactions.

Security & reliability

Q: How are audit trails maintained?

A: Every action, including: email sent, order updated & confirmation logged, is written back to ERP history. Entries are stamped with the digital worker's ID, providing transparency & accountability.

Q: How does Supplier Order Manager handle data security?

A: Sensitive supplier & order data remains within your ERP & email environment. Supplier Order Manager uses secure API calls & logs all transactions for compliance.

Q: What happens if ERP is down?

A: Supplier Order Manager queues updates & retries once ERP connectivity is restored. Critical communications can still be drafted & logged, then reconciled once systems are back online.

Customization & performance

Q: Can Supplier Order Manager adapt to our custom ERP workflows?

A: Yes. The technical design allows for configuration of custom rules, triggers, & validations to align with your ERP instance.

Q: How is performance measured?

A: Typical KPIs include the percentage of automated POs processed, processing time reduction, error rate & hours saved per week. These metrics are tracked through dashboards.