Supplier invoices, test certificates and dispatch papers arrive in one portal, checked against the PO

Suppliers upload each dispatch's papers against the PO. Every document is checked against Dynamics 365 and filed in SharePoint, and any difference goes to the buyer.

Used day to day by
  • Purchase team
  • Quality team
  • Accounts team

How it runs with AI

Suppliers upload each dispatch's papers to one portal, against the PO, before the truck leaves. The portal reads every document, checks the grade, quantity, rate and GSTIN against Dynamics 365 and files the set in SharePoint under the PO. Quality has the test certificate before the truck arrives. Any difference goes to the buyer on Teams, and the supplier hears the decision by email.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Takes in the papers each supplier uploads for a dispatch, against the PO

    Needs to know: Papers each dispatch needs

    In Supplier portal

  2. Step 2, AI

    Reads each document and checks it against the PO and supplier record in Dynamics 365

    Needs to know: Rate and quantity tolerances, Grade specifications

    In Supplier portal , Microsoft Dynamics 365

    Exception to step 2

    Asks the supplier for any missing or unreadable document before the dispatch is accepted

  3. Step 3, AI

    Files every paper in SharePoint under the PO and sends the test certificate to quality

    Needs to know: PO folder structure, Quality contact per plant

    In SharePoint

  4. Step 4, AI

    Alerts the buyer on Teams with the rate difference

    Needs to know: Buyer for each PO

    In Microsoft Teams

  5. Step 5, Person

    Accepts the new rate or asks the supplier for a revised invoice

    In Supplier portal

  6. Step 6, AI

    Emails the supplier with the buyer's decision and what to upload next

    Needs to know: Supplier contacts

    In Outlook , Supplier portal

What stays with a person

  • Accepts the new rate or asks the supplier for a revised invoice

Apps in this example

  • Supplier portal
  • Microsoft Dynamics 365
  • SharePoint
  • Outlook
  • Microsoft Teams

The same flow works with the apps you use.

This fits you if

  • You receive more than 300 supplier dispatches a month
  • Supplier papers reach different buyers by email, or arrive with the truck
  • Your purchase orders are raised in Microsoft Dynamics 365
  • Material waits at the gate or in stores for a test certificate

What to watch for

  • Accepting a rate or quantity that differs from the PO is the buyer's decision. The portal shows the difference and records the decision
  • Paying the supplier stays with accounts. The portal hands over a checked invoice, and accounts releases the payment
  • Your purchase team gives each supplier a login and agrees a date from which papers come only through the portal
  • Scanned or photographed papers go to a person whenever the reading is unclear

Read more

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