Process flow

This sequence describes the end-to-end process flow:
Note: If the process stops, a notification containing the error message is sent in OS Portal, and the PDF file is saved on the Failed folder of your local configuration folder. The PO is sent to the Exception Portal.
  1. Purchase Order (PO) documents are automatically identified and downloaded from the unread emails in the configured Outlook folder.
  2. These key attributes are extracted:
    • PO number
    • Header-level details
    • Line-level details

    If the PO is not available in M3, the process stops.

  3. The supplier's status is validated.

    If the supplier is in a preliminary state, the process stops.

  4. If the supplier is approved, the vendor name identified in the document is validated and matched against the vendor name registered for the supplier in M3.

    If the names do not match, the process stops.

  5. The confirmed item number is matched against the Item number (ITNO) in the incoming PO line.

    If the item number do not match with the ITNO, it is matched against the Supplier Item number (SITE) in the incoming PO line. If still not matching, the process stops.

  6. The PPS001MI – ConfirmLine API in M3 is used to update each PO line with confirmed delivery details. Each line item is updated even if there are multiple lines per order line. This information is updated:
    • Confirmed Quantity
    • Confirmed Delivery Date
    • Confirmed Purchase Price
  7. The documents are uploaded to IDM with PO Confirmation_Usecase as the document type and with the appropriate attributes, such as Supplier ID and PO Number.
  8. A log file containing the summary of the process and the PO documents are saved on your configuration folder.
  9. In M3, the PO is changed to status 35 or Successfully Confirmed. The PO documents are also accessible in M3 through the Related Information v2 widget for validation.