Supplier's Quotation Automation Automating Supplier Quotation Processing for Faster Turnaround

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The Challenge

The client, a German-based global manufacturer in the Pumps & Systems industry, faced persistent challenges in managing supplier quotations within SAP.

The manual process required entering critical details such as supplier contact information, quote expiry dates, reference numbers, item descriptions, and pricing.

Key issues included:

  • High Volume: Over 200+ quotations per week received from multiple suppliers in varied template formats.
  • Manual Data Entry: Users had to key in each quotation detail into the client application, making the process slow and resource-intensive.
  • Error-Prone Workflow: Manual handling increased the likelihood of inaccuracies, leading to delays and inefficiencies in procurement. These limitations impacted the company's ability to respond quickly to customers and maintain operational agility.
Supplier quotation processing challenges

The Solution

Supplier quotation automation solution

Vee Technologies deployed a Business Process Automation solution powered by Microsoft Power Automate to streamline quotation processing. The automation included:

  • Intelligent Classification

    A BOT was developed to classify supplier quotations based on their template formats.

  • OCR Integration

    Leveraged Optical Character Recognition (OCR) technology to extract required data from quotations and update it directly in SAP.

  • Automated Scheduling

    BOT execution followed preset schedules, ensuring timely updates without manual intervention.

  • Stakeholder Notifications

    The BOT sent automated alerts to stakeholders once quotations were processed, improving visibility and communication. This approach eliminated repetitive tasks, reduced dependency on human resources, and ensured data accuracy across the procurement cycle.

The Impact

The transformation delivered measurable benefits:

Faster Response

Faster Response

Quotation turnaround time reduced by 60%, enabling quicker fulfilment of customer commitments.

Data Accuracy

Data Accuracy

Achieved 100% accuracy in quotation details, minimizing errors and rework.

Reduced Manual Effort

Reduced Manual Effort

Human involvement decreased by 80%, freeing resources for strategic activities.

By automating supplier quotation management, the client improved operational efficiency, enhanced procurement reliability, and strengthened its ability to meet customer expectations.

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