Our documentation is in the works, constantly evolving to serve you better. While it's still in draft mode and undergoing heavy development, it already offers valuable insights.
Axya provides an intuitive platform designed to streamline the creation and management of Purchase Orders (PO), facilitating efficient communication between buyers and suppliers for seamless order processing. The module encompasses features such as multi-shipment tracking, seamless interaction via the supplier portal, and automated reminders throughout the PO lifecycle.
This resource offers comprehensive insights into the process of creating and navigating purchase orders, and understanding the ecosystem of PO management within the Axya platform.
There are multiple ways to initiate purchase order tracking with your suppliers on the platform.
See a brief overview of how and when you should consider each option:
Orders can be created from scratch within the “Orders” page of the application.
Here is an overview of how this process works:
Navigate to Orders Page: Begin by accessing the "Orders" page within the Axya platform. Here, you'll find a list of RFQs that have been successfully awarded to suppliers.
Create a Purchase Order: Set the order name. We suggest using the order number on your purchase order.
Draft Creation: Manually add rows and edit cells in-line, once you are done, click on 'Add to Order'. All changes made will be saved in a draft automatically for you.
Finalizing the Purchase Order: To complete the Purchase Order creation, proceed to the "Send Order" step. In this form, you'll find crucial information:
Supplier Notification: Upon finalizing the Purchase Order, the selected supplier will receive a notification. This notification contains essential details about the Purchase Order, and it includes a secure link (no login required).
Orders can be created from an RFQ you awarded to your chosen supplier. Axya provides a streamlined process to seamlessly transition from RFQ to Purchase Order (PO) creation. This ensures efficient order tracking and management within the platform.
Here's an overview of how this process works:
Navigate to Awarded RFQs: Begin by accessing the "Requests" page within the Axya platform. Click on the "Awarded" tab. Here, you'll find a list of RFQs that have been successfully awarded to suppliers.
Create a Purchase Order: Under the “Order Tracking” column, you can initiate the creation of a Purchase Order by selecting the relevant RFQ. This will prompt you to provide the Purchase Order number for reference. Once provided, save the information.
Draft Creation: Upon saving the Purchase Order number, Axya automatically generates a draft of your Purchase Order. This draft contains the essential details of your order and serves as a starting point for further customization.
Line Items and Delivery Dates: Within the draft view, you'll notice that the parts associated with the RFQ are listed as line items. The required delivery dates are initially calculated based on the Purchase Order date and the supplier's lead time. You have the flexibility to manually adjust these dates to align with your specific requirements. Each part's required delivery date contributes to defining the order's shipment schedule.
Finalizing the Purchase Order: To complete the Purchase Order creation, proceed to the "Send Order" step. In this form, you'll find crucial information:
Supplier Notification: Upon finalizing the Purchase Order, the selected supplier will receive a notification. This notification contains essential details about the Purchase Order, and it includes a secure link (no login required).
Axya introduces an innovative method for effortlessly generating Purchase Orders (POs) using the power of computer vision. This approach eliminates the need for manual data entry, ensuring a seamless and time-saving experience for buyers. Here's a comprehensive overview of how this process works:
Automated Data Extraction: Axya's advanced technology leverages computer vision to analyze and understand the structure of your purchase order PDFs. It initially processes a variety of sample PDFs to learn how data is organized within them.
Effortless Submission: Instead of sending your purchase order PDF directly to your supplier, you'll forward it to a designated email address provided by Axya. This email serves as the entry point for the computer vision-enabled processing.
Automated Parsing and Generation: Upon receiving the PDF, Axya's technology takes over. It parses the content, extracting vital information such as line items, prices, quantities, and delivery dates. This automated extraction ensures accuracy while saving you the effort of manual data input.
Purchase Order Creation: After the data extraction process, the purchase order will be created on your behalf. This process mirrors the form used when creating an order from an RFQ.
Automated Purchase Order creation also includes the attachment of your original Purchase Order, which you initially sent via email. This attachment will be accessible to the supplier for download, providing them with the original document for reference.
Supplier Communication: Once the Purchase Order is accurately generated, Axya automatically sends the order to your supplier. This ensures that the order reaches the intended recipient without any additional effort on your part.
Information Extracted:
Axya's computer vision-powered technology is capable of extracting key information from your purchase order PDF, including:
By harnessing the capabilities of computer vision, Axya revolutionizes the Purchase Order creation process, minimizing effort and enhancing accuracy. This advanced method offers a modern solution for buyers looking to optimize their procurement workflow.
Efficiently monitoring and overseeing your purchase orders is effortlessly facilitated through the dedicated "Orders" page. This page serves as the hub for both active and archived purchase orders.
Access and review existing purchase orders in the system. Within the "Active" tab, you'll find an organized list of ongoing purchase orders. You can also refer back to cancelled or completed orders under the "Archived" tab. You can also filter and search for specific orders based on various criteria.
In the "Active" tab, you can use different filters to customize how you view your purchase orders based on their status. Here's a breakdown of the available order states you can filter on and their significance.
You can also perform the following actions on the “Orders” page:
Copy Shipping Note to Clipboard: The shipping note is displayed next to each listing that can be copied to your clipboard simply by clicking on the note.
Cancel an Order: Should you wish to cancel an order, this can be easily executed directly from the "Orders" page.
Mark an Order as Done: After the shipping is confirmed, you have the option to mark it as "Done." This will simply move the order to the archive to keep your active listings clean.
Tip: You can search for a PO from anywhere on the platform by entering the PO number in the search bar within the top bar of the application.
As a buyer, you have the ability to make changes as required. You can send a purchase order revision, take actions on behalf of the supplier, close or cancel an order.
If the PO was already acknowledged by the supplier and you have issued a revision, the status of your PO will revert to “pending acknowledgement” and all history will be maintained within the communication channel.
It is highly recommended to use the computer vision approach as this is the most robust solution. It will ensure your part table will also be updated to reflect the changes within your PO.
If the delivery requirements has changed for your PO, you have the ability to update the delivery date for the PO or at the part level. Notifications will not be sent to your supplier in this case.
We have focused on making the experience for the supplier as frictionless and intuitive as possible.
To achieve this, we have done the following:
Below are the features and ways the supplier can collaborate with you.
Each order will generate a communication channel that captures all of the events and messages exchanged for that order. The supplier will be able to use this communication channel and you will receive notifications when new messages arrive.
The supplier will receive an email notification with all of the relevent PO information and a link to the loginless supplier portal where they can acknowledge the order in just a few clicks. During the confirmation, a note can be provided and they can upload their PO confirmation (if needed) via the communication channel. Once acknowledged, you will receive an email notification and automatic follow-ups will be scheduled based on your delivery requirements.
When a buyer sends a purchase order for acknowledgement on Axya, the supplier can propose changes against the line items within the order if needed.
If everything is good with the purchase order, the supplier can simply acknowledge the order by pressing the blue button in the “Action suite” panel. The buyer will be notified once the acknowledgement is sent and the status of the order will be updated. Otherwise, changes can be proposed.
The supplier can propose changes to the line items by selecting one or more of the line items in the table.Changes can be proposed for
Once all modifications are made, they can be published and sent to the buyer for approval. The buyer will receive a notification changes were proposed for this order.
Note: No changes are effective until the buyer approves them.
The order status will change to “Waiting for review” where the buyer can review and approve the changes. Each change can be approved or denied. Changes which are denied will simply be reverted back to the original value.
Once all changes have been reviewed and are accepted (approved/denied), the buyer has the flexibility to decide how to proceed with the changes:
If the changes proposed are simply acknowledged without a new revision, the purchase order will be considered acknowledged and the supplier will be notified
If a new revision is provided, the supplier will be asked to acknowledge the purchase order.
The buyer can also update the unit price, quantity and shipping dates if needed.
ERP integrated clients: If you are ERP integrated, the changes will be automatically updated in all systems and a new revision will be issued if needed.
Non integrated clients (PO by email) : If you are sending POs by email to the engineering@axya.co mailbox, you should issue the new PO .pdf from your ERP and either send it to the same address or attach it to the dialog box when publishing the changes.
Halfway through the first delivery of your PO the supplier will receive a follow-up to confirm the order is on track. They will be able to access the loginless portal and update the status if needed.
Your supplier can provide shipping confirmation within the portal similar to the acknowledgement step. The shipment can be confirmed at the PO level or the part shipment level depending if your PO has multiple delivery date requirements. During the confirmation, the supplier is prompted to confirm the estimated delivery date and provide the tracking number. The shipping note will appear next to your POs listed in the “Orders” page and can be copied to clipboard so you can update your internal stakeholders if needed.