With a global supplier network, order confirmations arrived in numerous formats, including PDFs, Excel sheets, SAP screenshots, handwritten notes, and short emails like “We confirm.” The lack of standardization made it difficult to process these confirmations quickly and accurately. Since many suppliers did not adhere to standardized EDI (Electronic Data Interchange) processes, inconsistent document formats and data inputs further complicated automation.

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Key pain points:

• No standardization in order confirmations - Suppliers responded in multiple for- mats, making automation nearly impossible.
• Manual data validation was time consuming - Order confirmations (OCs) needed to be matched with purchase orders (POs) and open orders (OOs), but data discrepancies required constant manual intervention.
• Lack of reliable data blocked APS & MRP functionality - Because confirmed delivery dates and quantities were inaccurate or missing from the ERP, APS (Advanced Planning & Scheduling) and MRP (Material Requirements Planning) systems could not generate reliable production schedules – leading to inventory misalignment, delays and inefficiencies.
• Scattered supplier data made performance tracking impossible - Supplier confirmations and updates were spread across emails and free-text formats, making it difficult to analyze supplier reliability and efficiency at scale.

To eliminate inefficiencies caused by non-standardized order confirmations, scattered data, and manual validation, Nordoon implemented an Agentic AI solution that automates, standardizes, and centralizes the entire order confirmation process.

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The solution ensures seamless comparison between purchase orders, open orders, and supplier confirmations, instantly identifying discrepancies and flagging potential risks. By structuring previously unstructured data, like free-text emails and handwritten notes, into a single, analyzable format, the AI system enhances supplier performance tracking, streamlines production planning, and reduces errors in inventory management.

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Contextual data integration

The AI Agent responsible for order confirmations utilized data from the client’s purchase orders to build context. This way the Agent was able to resolve ambiguities, fill in missing information, and validate incoming order confirmation data. This contextual understanding extended into subsequent processes around open orders, confirmed/uncon- firmed orders, bills of lading, delivery notes, invoice reconciliation, etc.

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Specialized AI Agents

Specialized AI Agents ensured the accuracy and reliability of order confirmations through targeted validations. The Date Validation Agent verified the sequence of events, ensuring order confirmation dates followed purchase order dates, validated delivery dates, and flagged anomalies in suggested alternative dates. Quality Control Agents focused on aligning quantities, mapping SKU codes, and verifying supplier IDs to ensure all data matched the corresponding purchase orders, creating a seamless and error free process.

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Inter-agent communication

The AI Agents managing order confirmations worked in tandem with the Agents involved in the Purchase Maintenance flow, handling pur- chase orders, order confirmations, open orders, bills of lading and delivery notes, ensuring consistency across processes and enabling context-aware exception handling whenever discrepancies surfaced.

Improved production planning

Accurate, automated processing for order confirmations allowed the APS & MRP systems to function seamlessly, reducing stockouts, optimizing inventory, and ensuring production schedules aligned with confirmed supply orders.

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99% accuracy & compliance

By integrating data from purchase orders and employing specialized AI agents for validation, the solution achieved over 99% accuracy, minimizing errors critical for compliance and operational efficiency.

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Reduced manual work

Automation eliminated manual data entry and validation, freeing up staff to focus on strategic tasks, improving overall productivity.

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Global, multilingual support

The Absolution handled documents in any format and language, streamlining global supplier communication and enabling efficient collaboration across regions.