Turn forwarded vendor quotes into a purchase order, without retyping
A vendor quote arrives as an email attachment, and someone re-keys every line into the system of record. ADAM reads the quote instead, resolves every line against your own catalogue, prices it against your own history, and prepares a purchase order or a sales proposal for one person to approve.
ChallengeSolution
- Vendor quotes arrive as email attachments
- Reads the quote where it arrives, with no upload step
- Every line gets re-keyed into the system of record
- Resolves every line against your own catalogue
- Item codes differ between the vendor's list and your catalogue
- Prices it against your own purchase history
- Pricing relies on whoever remembers the last deal
- Prepares a purchase order or proposal for one approval
How ADAM turns a forwarded quote into a record
01Quotes arrive by email, not by upload
A vendor quote or customer request is forwarded to an address ADAM watches, and it is attached to the right draft. A message ADAM cannot attribute is held as an open exception for a person to assign, never attached to a best guess.
02Every line is resolved against your own catalogue
ADAM looks each part up in the catalogue your system already holds and returns one of five answers: matched, several candidates, absent, unreadable or blank. Each answer leads somewhere different, so no line is quietly dropped.
03Prices are benchmarked against your own history
Each line is compared with what your organisation has paid for that part before, and the benchmark travels with the line. The person approving sees whether a quoted price sits inside your normal range without opening a second system.
04One person sends it, and only once
A draft is pushed only when it is still a draft, a person has marked it to send, and it has not been pushed before. That third condition is what makes a double click, or a retried job, safe.
What a checked document looks like
- Ball valve DN25BV-DN25-PN16Matched.
- ×8
- CHF 312.00
- Compression fitting 22 mmCF-22Matched.
- ×24
- CHF 168.00
- Gasket set, EPDMGSK-EPDM-MFlagged.Catalogue lookup unreadable · no part created
- ×5
- CHF 74.50
- Pipe clamp 3/4″PC-034Matched.
- ×30
- CHF 96.00
An unreadable catalogue is not an empty catalogue
- Unreadable is not absent
- A failed catalogue lookup is marked unreadable. Absent invites creating the part, and a duplicate never goes away.
- Normalised before missing
- A quote often writes a part number your catalogue does not store, so ADAM re-queries the normalised form first.
- One engine, on quote lines
- The same matcher that reconciles delivery notes against invoices, applied to a quote line rather than a delivery line.
Hardware distribution FAQ
What happens to a forwarded email ADAM cannot attribute?
It is held as an open intake exception rather than attached to a best guess. A person assigns it from a queue, so an unattributed message stays a visible task instead of becoming a mail that quietly went nowhere.
How does ADAM know whether a quoted price is reasonable?
It compares the line against what your organisation has paid for the same part before, and carries that benchmark onto the draft. The benchmark is advisory: it informs the person approving the draft rather than blocking the quote or rewriting the price.
Part numbers in a quote rarely match our catalogue exactly. Does that break the match?
No. Quotes often write a part number with punctuation or a trailing character the catalogue does not store. ADAM queries the catalogue with the number as written, then again with a normalised form, and calls a part absent only when both queries miss. That order stops a naming difference from being mistaken for a missing part.
Can ADAM write a purchase order into our system without a person approving it?
No. ADAM reads, resolves and drafts, but a draft is pushed only after a person marks it to send. The final write is deliberately a human action, because a posted purchase order in a system of record cannot simply be unposted.
Does ADAM produce a purchase order or a sales proposal?
Either, depending on the direction of the transaction. Both are prepared in your own system of record with the resolved lines and pricing already filled in. A sales proposal additionally cannot be sent while any line on it is still unpriced.
What stops the same draft reaching our system twice?
A draft carries a reference once it has been pushed, and a draft that already has one is no longer eligible to push. A duplicate click, a retried job or a second scheduled run therefore cannot create a second purchase order from the same draft.