Industrial distributors

Open POs, kept current by an agent

Acks read, backorders tracked, silent vendors chased. Inside the ERP you already run.

Get demo See every step

Today

You do everything. Agents should!

  1. ManualAgent Run open PO report
  2. ManualAgent Open ack PDFs
  3. ManualAgent Read each line
  4. ManualAgent Look up part #
  5. ManualAgent Convert pack size
  6. ManualAgent Key the ack
  7. ManualAgent Track backorders
  8. ManualAgent Check customer dates
  9. ManualAgent Email silent vendors
  10. ManualAgent Match invoice

How many hours can you get back?

What it costs

Where money is lost.

  • Hidden backorders Marked confirmed, still not shipped
  • Broken promises Special lands after customer date
  • Silent vendors No ack, nobody notices
  • Price creep Ack price above the PO

The solution

No integrations. No babysitting.

The agent works your screens like a trained employee, by your rules.

The solution

Hand the whole cycle to an agent

1 agent
  1. Reads acks
  2. Converts packs
  3. Updates the PO
  4. You decide exceptions
  5. Chases vendors
  6. Tracks backorders
  7. Matches invoice
  8. You release pay

Agent does itYou decide

How it works

Five steps. Zero re-typing.

  1. Step 1

    It keys the PO. Any ERP.

    Prophet 21, SX.e or green screen. Reopened to check.

    PO ENTRY    PO#: 71409

    VENDOR: KESTREL DRIVES

    LN PART   QTY  COST

    01 QD SHEAV 6 EA $88.20

    ▌

    Green screen

    Epicor Prophet 21

    PO 71409Emailed to supplier

  2. Step 2

    It reads every ack

    Catches a slipped date before your customer does.

    NOVEMBER

    SMTWTFS 12345678910111213141516171819202122232425262728293031

    Need datePromised

    Halvorsen Motor Supply · PO 71411

    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

  3. Step 3

    It chases silent vendors

    No ack after five days? The first reminder goes out.

    Draft · to Ardent Bearing Supply

    PO 71413 · acknowledgment needed

    Please confirm quantity, price and ship date for the 3 lines on PO 71413.

    1. PO sent
    2. No reply, 2 days
    3. Reminder sent
    4. Buyer told if still silent

  4. Step 4

    It keeps partials open

    4 of 6 arrived. The other 2 stay on the PO.

    POQty 6
    ✕
    Packing slipQty 4
    ✕
    InvoiceQty 6
    HeldBilled 6. Received 4. On your desk with the slip.

  5. Step 5

    It checks before you pay

    Received, priced right, vendor cleared. Then into the pay run.

    Invoice$271.00

    Checkpoint

    ✓Received 50 of 50

    ✓Price matches PO

    ✓Vendor approved

    ✓Paid by discount date

    Payment run Ready You release

The full process

Industrial MRO distributors: every step

What the agent does, where you decide, and the rules it checks.

  1. Open PO queue
  2. Collect acks from inbox, portals
  3. Ack received in time?
    No → send reminder
  4. Read each line
  5. Part number cross-referenced?
    No → buyer looks up
  6. Convert boxes to eaches
  7. Qty, price, date in tolerance?
    No → buyer exception queue
  8. Full quantity confirmed?
    No → keep balance open
  9. Before customer due date?
    No → alert buyer, salesperson
  10. Save confirmation, reopen PO
  11. Buyer decides exceptions
  12. Post receipt from packing slip
  13. Match invoice to receipt
  14. You release payment
  15. PO closed

Agent does it You decide Rule check

Built for you

Built for distribution buying

  1. 1Vendor part numbersMapped through your cross-reference
  2. 2Boxes vs. eaches10 BX of 100 = 1,000 EA
  3. 3Partial shipments4 now, 2 stay open
  4. 4Nonstock specialsTied to the customer order
  5. 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 waiting
  • 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
TodayWith 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.

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.

FAQ

Questions buyers ask us

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.

Hand your open PO queue to an agent.

  • We build itYou show us the work once.
  • Start to finishDoes exactly what your team does.
  • No-risk trial$0 setup. See it work before you scale.

Bring a morning's worth of acknowledgments and your open PO list.

Get demo