Gearmotor now ships 11/24. Customer order SO 558120 is due 11/18.
Earliest is the 24th.
To your buyer
PO 71411 will land 6 days late.ExpediteSwitch supplier
Step 3
It chases silent vendors
No ack after five days? The first reminder goes out.
Following up…Demonstration data
Draft · to Ardent Bearing Supply
PO 71413 · acknowledgment needed
Please confirm quantity, price and ship date for the 3 lines on PO 71413.
PO sent
No reply, 2 days
Reminder sent
Buyer told if still silent
Step 4
It keeps partials open
4 of 6 arrived. The other 2 stay on the PO.
Matching 3 documents…Demonstration data
POQty 6
✕
Packing slipQty 4
✕
InvoiceQty 6
HeldBilled 6. Received 4. On your desk with the slip.
Step 5
It checks before you pay
Received, priced right, vendor cleared. Then into the pay run.
Checking before pay…Demonstration data
Invoice$271.00
Checkpoint
✓Received 50 of 50
✓Price matches PO
✓Vendor approved
✓Paid by discount date
Payment run ReadyYou release
The full process
Industrial MRO distributors: every step
What the agent does, where you decide, and the rules it checks.
I run every blue box.
Open PO queue
Collect acks from inbox, portals
Ack received in time?
No → send reminder
Read each line
Part number cross-referenced?
No → buyer looks up
Convert boxes to eaches
Qty, price, date in tolerance?
No → buyer exception queue
Full quantity confirmed?
No → keep balance open
Before customer due date?
No → alert buyer, salesperson
Save confirmation, reopen PO
Buyer decides exceptions
Post receipt from packing slip
Match invoice to receipt
You release payment
PO closed
Agent does it You decide Rule check
Built for you
Built for distribution buying
12345
1Vendor part numbersMapped through your cross-reference
2Boxes vs. eaches10 BX of 100 = 1,000 EA
3Partial shipments4 now, 2 stay open
4Nonstock specialsTied to the customer order
5Branch ship-toWrong branch is an exception
Your controls
Your rules. Exactly.
Written once in plain English. Followed every time.
Date misses customer order?Alert the buyer
No ack in 5 days?Send first reminder
Ack price over 1%?Hold for buyer
Never, on any run
Receive goods from an acknowledgment
Change a customer's promised date
Accept a higher price unapproved
Close a backorder on its own
Send second reminders without a buyer
When a rule says no
It stops and asks you.
Every held item lands in one queue with the documents, the values read and the rule that fired.
Approvals · 4 waitingDemonstration data
Send reminderAck received in time?2 min
Buyer looks upPart number cross-referenced?14 min
Buyer exception queueQty, price, date in tolerance?1 h
Keep balance openFull quantity confirmed?3 h
RUN-2291
Send reminder
RuleAck received in time? No
Source PDFPO as savedRule result
I stopped here. Everything I read is attached. Your call.
ApproveSend back
The difference
Your team, before and after
Your team today and with the agent
Today
With your agent
Open ack report
Run when remembered
Worked every run
Ack PDFs
Opened one by one
Read line by line
Backorders
Notes and spreadsheets
Open on the PO
Late specials
Found by the customer
Flagged same day
Your existing systems
No new systems!
The agent runs where you work.
Distribution ERP
Epicor Prophet 21
Infor SX.e
Infor CloudSuite Distribution
Epicor Eclipse
DDI Inform
NetSuite
Dynamics 365
SAP Business One
AS/400
Supplier channels
Vendor portals
EDI 855 acks
Email confirmations
Manufacturer sites
Inbox & documents
Outlook
Gmail
Excel
Teams
Acrobat / PDF
Scans & photos
Screens differ by version and setup; we confirm the exact steps on your system before a pilot. Logos and product names identify systems only and belong to their owners; they do not imply a partnership or endorsement.
Hours back for your team
Your numbers
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
135staff hours per month returned to buying work
$5,670labor capacity per month
$68,040labor capacity per year
Open POs × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example assumptions for a mid-size distributor: minutes per PO cover finding the acknowledgment, reading it, keying confirmations and chasing silent vendors. Replace every value with your own counts.
Demonstration
Watch recorded runs
These two recordings are accounts payable work after goods are received, not the acknowledgment and backorder workflow on this page. They show the agent operating Infor SX.e and Prophet 21 purchasing data at a distributor: checking PO receipts, applying variance tolerances and routing exceptions to a person.
Does it work with my ERP even without integrations?
Yes, that's the default approach. The agent operates the purchasing screens your buyers already use, signed in with their permissions, so no connector or API project is needed to start. Screens differ by ERP version and customization, so we map the exact steps on your system before a pilot.
Can it read a PDF acknowledgment?
Yes. It reads PDF and email confirmations line by line, including vendor part numbers, boxed or cased units and promised dates. Lines it can't read with confidence, such as a blurry scan or an unmatched part number, go to a buyer rather than being filled in.
Can it handle partial shipment?
It records the confirmed quantity, leaves the rest open on the PO line and sets a follow-up date for the backordered portion. It never marks a partially confirmed line as fully accepted, and it never closes the balance on its own.
Will it change customer delivery commitments automatically?
No. When a vendor's new date threatens a customer's promised date, the agent flags the line and tells the buyer and whoever owns the customer order. Changing what the customer was promised stays a human decision.
Epicor Prophet 21 
Infor SX.e 
DDI Inform 
NetSuite 
Dynamics 365 
SAP Business One 
Outlook 
Gmail 
Excel 
Teams 
Acrobat / PDF 
7:13 Infor CloudSuite Distribution (SX.e) · AP invoice intake from email/portal How to Enter AutoEntry Bills as AP Invoices in Infor SX.e In the recording, the agent validated both AutoEntry bills, emailed AP about the one missing coding, and after the Purchasing Manager approved GLV-88213, entered, posted and filed it in Infor. 6:20 Epicor Prophet 21 · AP 3-way match How to Do an AP Three-Way Match in Epicor Prophet 21 In the recording, the agent read the invoices, checked receivers and the hold queue in P21, matched three invoices and entered vouchers 30071–30073, and emailed AP the price-variance and missing-receiver exceptions.