Managing confirmations

PO confirmations make sure buyers and suppliers are on the same page about what’s being delivered, when, and for how much. They help catch mistakes in quantity, price, or dates early– before they cause delays, extra costs, or headaches later.

Silkline provides a feature for automatically analyzing order confirmation evidence to flag discrepancies in pricing, quantities, or delivery dates so issues can be resolved before they impact production or schedules.

Here's how this works:

1

Receiving supplier emails

Suppliers replies all to the original PO email with Silkline's tracking email address cc'd.

If the supplier forgets to reply all, users can forward confirmations to [e-mail] and we'll try to match the confirmation to a PO. If we find a match, we'll create a pending confirmation for that PO.

2

Detecting confirmations

Attached PDFs are scanned to determine if they appear to be order confirmations, including supplier-generated confirmations or signed/stamped copies of your original PO. Other attachments we don't think are confirmations will be discarded.

3

Validation

For documents identified as confirmations, Silkline checks key details against the original PO–item, price, quantity, and delivery date—to ensure everything matches.

4

Review recommendation

In some cases, users may be asked to review pending confirmations before they're accepted. Whether users are required to review confirmations depends on your organization's settings.

Silkline flags any discrepancies and provides a clear recommendation: Accept confirmation if all details align or are reasonably acceptable, or Reject confirmation if potential issues are found. Each recommendation includes the reasoning so you can act quickly and confidently.

Once a confirmation is accepted, the PO status tracker will advance from the Acceptance order phase to the next order phase and the PO will be marked as confirmed.