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Procurement Connect

Procurement Connect for Suppliers

Reference

# Ordering

Orders (opens new window) are requests from a customer to purchase articles from you. Procurement Connect was designed to think asynchronously about the Order process, so we have split the order acknowledgement into two phases:

  1. Transfer, where we pass the order request to your system (this happens automatically as soon as the order is submitted). The customer can see that the order has been transferred to the supplier but they don't know the outcome yet.

  2. Confirmation (or other failure states) where you inform us what to do with the order, this can happen immediately or several days later as needed. After this point we'll notify the customer and update any information about the delivery/prices.

This approach means that if the order needs additional confirmation or other steps at the human level, it can be completed offline before returning a decision to us.

# Transferring an Order

To date, we can support the following technical solutions, but we are open to other mechanisms specific to your platform:

  • Communicating with an Orders API on your platform (e.g. via a SOAP or REST interface)
  • Uploading an order request XML file into an SFTP folder (or other accessible place)
  • Sending the order request as an email to a nominated account manager

From a customer perspective, the best experience would be to get immediate confirmation of the order, so in choosing our integration options here we'll always lean towards programmatic API-based ordering versus dropbox-based ordering.

In the Order request that we send, we can include any/all of the following, as needed by your system:

  • Structured Order data (SKUs, the prices we've calculated, requested delivery dates, delivery address)
  • Contract information (customer numbers, contact info, account manager information, username/password, etc.)

# Confirming an Order

Depending on how the Order was originally transferred, we can accept order confirmation/rejection through many different mechanisms, for example:

  • Immediate response when transferring
  • A different file in an SFTP folder that we would listen for and read
  • A HTTP POST request to a receiver on our server

As above, this can be customised depending on the nature of your order management system.

At this stage, it is possible to change the prices, quantities or delivery date of the order. After it has been confirmed, we notify the customer via email and prevent further updates to these attributes.

# Updating order status

For the best customer experience, we would also like to be able to provide greater feedback about the later stages of the order process, so that customers can stay informed via our platform and have visibility about all of their outstanding orders.

For example, when the order has been packed, or shipped, we can update the status in Procurement as well. If your system can provide this information (e.g. via additional status files in an SFTP folder, or sending a HTTP request to us), we can improve the customer journey further.