Axya sits between your ERP and your suppliers. Purchase orders flow from your ERP to Axya, where suppliers interact with them. Supplier responses flow back to your ERP automatically.
The buyer creates a purchase order in the ERP following their normal process. When ready to send to the supplier, they set a status field (e.g., "Send to Axya") on the PO form.
The integration detects this status change and sends the PO data — including the PDF document — to Axya.
The supplier receives an email notification with a link to view the PO in Axya's portal. They can:
The supplier acknowledges the PO — either the full order or individual line items (partial acknowledgment). They can confirm or propose alternative delivery dates.
The acknowledgment and confirmed dates are automatically written back to your ERP.
If the buyer modifies the PO in the ERP and re-triggers the sync, Axya detects what changed and notifies the supplier of the revision. The supplier reviews and re-acknowledges.
Suppliers can propose changes to delivery dates, prices, or quantities. Buyers review proposals in Axya and approve or reject them. Approved changes sync back to the ERP.
Suppliers confirm shipment through Axya's portal. When goods are received in your ERP, receipt data syncs to Axya so both parties have visibility into delivery status.
When all line items are fully received, Axya automatically archives the order — keeping the active order list clean.
Most integrations use one of two approaches:
Both approaches ensure only relevant POs are processed.
| Pattern | How It Works | Typical Interval |
|---|---|---|
| Polling | Integration checks for changes on a schedule | Every 5 minutes |
| Event-driven | ERP triggers sync when a PO is approved | Near real-time |
| On-demand | User or system triggers sync explicitly | As needed |
The integration includes built-in resilience:
PO documents are generated in your ERP using its native reporting engine and attached to orders in Axya. Suppliers download them directly from the portal.
Suppliers can upload documents through Axya's portal:
These can optionally be synced back to your ERP's document management system.
Axya supports organizations with multiple sites, divisions, or ERP instances:
Suppliers interact through Axya's web portal — a clean, purpose-built interface for managing purchase orders:
For detailed information about a specific ERP, see the Supported ERPs section.