Activa takes the open orders from your ERP, decides which lines need activating under your rules, asks each supplier for them by email, WhatsApp and portal, reads what they reply and hands it back to your team with the status and the action it calls for. Cycle after cycle, without anyone chasing anyone.
Between the order issued and the material in the warehouse there are weeks in which nobody knows anything for certain. The buyer asks by email, the supplier answers when they can, the reply sits in a personal mailbox, and the planner finds out about the delay when the material is not there. With twenty orders it holds. With five hundred open lines, it does not.
Your open-orders report, exactly as you export it today. You drop it in a shared folder or upload it; Activa picks it up. An extract flagged as an update only closes what has already been delivered; one older than the last import is not loaded again.
Your rules, not ours: which order and line types are in, with what horizon in days, which ship-tos or materials are excluded, what happens to a line that already has a current reply. Every line left out keeps its reason: missing contact, outside the horizon, previous reply still current. Nothing is excluded without a record.
One email per supplier with the table of their pending lines and the button to reply, with no credentials in the body. Reminders on the cadence you define. WhatsApp with approved templates, prioritizing the suppliers that concentrate the most unanswered lines. All configured per client: in a two-week cycle, for example, the activation email goes out on Monday, reminders on Wednesday and the following week, and WhatsApp in between for whoever has not replied yet.
In the portal, they pick the status of each line and fill in only the fields that status requires. The statuses are your operation's.
If they prefer to answer by email or WhatsApp, that works too: the AI reads the reply and proposes the status. See How we use AI.
Every interpreted reply, every delivery ticket read and every contact update is born as a proposal, with the evidence next to it. A person approves it. If your operation has its own procurement portal, the approved reply is uploaded there in fixed runs, never overwriting a "Delivered".
The buyer sees their board grouped by what they have to do. Every status carries the action it calls for in the ERP. The procurement lead receives the cycle close report, with the comparison against the previous cycle frozen at its cutoff and a traffic-light status per buyer.
Every status has a validity period. When it expires, or when the order's conditions change, the line comes back in the next cycle without anyone looking for it. What the supplier already said is not asked again.
The supplier uploads the delivery ticket in the portal or sends it by email or WhatsApp. Activa attaches it to the line when the number, the order or the context allow it; if there are two possible files, or two tickets with the same number and different content, a person decides with both in view. The ticket, once read, pre-fills number, date, carrier and quantity per row, all editable. The warehouse finds it on the line, not in a mailbox.
Email and WhatsApp reminders go only to lines strictly without a reply. If the supplier stays silent, the circuit asks the buyer for an alternative contact, insists on a defined cadence and escalates it in the cycle report. Changes of person, absences and "I no longer work here" are detected in the replies and proposed as contact additions and removals for approval. The master improves cycle by cycle, with nobody maintaining it by hand.
Their board, their alerts, the history of every line, the conversation with the supplier per line and the suggested action in the ERP.
The cycle close report, the traffic-light status per buyer and the comparison with the previous cycle.
The lines for their ship-to, with current status and delivery ticket.
Their pending deliveries, their ranking and help in their language. Counters for replied, incomplete and unanswered, so they know what is missing.
It shows the action; your people execute it.
That stays with the warehouse and the buyer.
"Delivered" is confirmed by your company, not by them.
It is the first question of the meeting. If you cannot answer it in a minute, you already know why it pays to have it.
Activa Proveedores