Every supplier sends documents differently. Purchase order confirmations arrive as PDFs with unique layouts. Quotations use different column orders, currencies, and units of measure. Some suppliers send a single page; others send 30-page documents covering multiple releases of the same part number.
Procurement teams spend hours manually cross-checking these documents against their purchase orders — comparing line by line, converting units, and flagging discrepancies. Errors slip through. Prices change without notice. Delivery dates shift. The cost isn't just time — it's the downstream impact when bad data enters your ERP.
When a supplier sends a PO confirmation, quotation, or purchase order — by email, through the Axya portal, or via ERP integration — the document enters Axya's processing pipeline.
Axya's parser extracts structured data from the PDF automatically:
| Document Type | What's Extracted |
|---|---|
| PO Confirmations | PO number, line items, quantities, unit prices, delivery dates, units of measure |
| Quotations | Items, pricing, lead times, terms and conditions |
| Purchase Orders | All standard PO fields |
The AI handles the complexity that makes manual processing so painful:
Supplier documents use their own part numbers, codes, and naming conventions — which rarely match your ERP identifiers. Axya resolves items across systems using multiple strategies:
Matching accuracy: 99%+ across all configured suppliers.
Every extracted line item is compared against the original purchase order in real time:
Discrepancies appear directly in the Axya interface with clear visual indicators. Buyers review and act on flagged items before acknowledging — no spreadsheets, no email chains.
The parsed results appear in the PO Workbench — a side-by-side view of the supplier's PDF alongside your PO data. Buyers can:
Once confirmed, the data flows into Axya and — for ERP-integrated customers — back to your ERP automatically.
| Metric | Value |
|---|---|
| Processing time per document | Under 5 seconds |
| Matching accuracy | 99%+ |
| Languages supported | English, French (more on request) |
| Documents processed daily | Thousands across all customers |
No templates to maintain. Other tools require you to draw boxes on a PDF or build extraction templates for every supplier layout. Axya's AI learns the document structure from examples — no manual template creation.
No code changes per supplier. Adding a new supplier is a configuration task, not a development project. Your team or Axya's customer care configures the parser through an interactive interface.
Multi-tier intelligence. Simple field extraction is just the start. When direct matching fails, AI reads context, interprets descriptions, and correlates data points across the document to find the right match.
Built for the real world. Mixed languages, pack pricing, blanket orders, multi-page documents, OCR imperfections — the edge cases that break other tools are handled natively.
Continuous improvement. Every document processed makes the system smarter. Parser configurations can be refined, tested, and deployed without downtime.
Every parser configuration can be validated before it goes live:
What you test is what runs in production — same engine, same accuracy.
Axya's parser configurations are not locked to a single customer. When a supplier is configured for one buyer, every other buyer on the platform working with that supplier benefits immediately — no additional setup required.
This means:
For new suppliers not yet in the network, onboarding takes under 15 minutes. Upload a few sample PDFs, Axya's AI builds the extraction profile, a reviewer confirms the results — and the supplier is live for everyone.
Want to see how Axya processes your supplier documents in real time? Our team can run a live demo using your actual PDFs — no preparation needed.
Contact us at customerservice@axya.co or reach out to your Axya account representative to schedule a demo.
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