Objective
This SOP defines the structured process of handling Autonomous Sourcing within the Aerchain procurement platform. It ensures standardized workflows, automation consistency, and alignment with integrated source systems such as Coupa, SAP, or MVP, eliminating manual intervention where possible.
Scope
The following SOP is applicable to all users involved in reviewing Purchase Requisitions (PRs), managing sourcing logic configuration, initiating negotiations, and validating automated document creation within Aerchain’s sourcing module.
Classification of Autonomous Sourcing Cases
Autonomous sourcing in Aerchain is categorized into three major cases:
Post Facto Case – Goods or services have already been procured and transactional documentation is required for compliance and ERP update.
Quotation Available Case – A quotation is already available, and buyers wish to negotiate without restarting a sourcing cycle.
New Request Case – A fresh procurement requirement where sourcing, negotiation, and quotation cycles need to be initiated from the beginning.
Case 01: Post Facto Case
Definition
A Post Facto Case occurs when a purchase has already been completed outside the sourcing process, and a record must be created in the system to regularize documentation, release the purchase order, and ensure financial traceability.
Workflow Overview
PRs are created in the source system (Coupa, SAP, MVP).
The same PR data is automatically replicated in Aerchain through system integration.
Reviewers identify if the PR falls under a post facto case by checking:
Comments such as “No sourcing required” or “Already purchased.”
Attachments like supplier invoices or old quotations.
Detailed Processing Steps
Step 1 – Review and Identify the Case
Access the PR from the Aerchain dashboard.
Conduct an enrichment review if additional header or line-level fields are missing.
Check supporting attachments (e.g., invoice, quotation) to confirm purchase completion.
Step 2 – Header Field Configuration
Set Enable Sourcing = No.
Set Enable Negotiation = No.
This ensures no RFQs or negotiation workflows are triggered.
Step 3 – Populate Commercial Data
In the line item(s), fill the Quote Per Unit Price field using the reference quotation or PO.
In the header, specify the Quoted Supplier from whom the goods/services were originally procured.
Step 4 – Validation and Submission
Review the header and line values carefully to ensure they match the source system’s entries.
Submit the PR.
Step 5 – Post Submission System Actions
Aerchain provides a 15-minute edit window after PR submission.
Post that window:
The system auto-creates the RFQ and Quote quote on behalf of the supplier but does not send emails to suppliers.
The system auto-generates the Quotation Comparison (QC) document.
Approvals are auto-routed to the end user.
Post-final approval, the PR data is automatically integrated back to the source system.
Edge Cases and Exceptions
If the supplier field is incorrect or missing: The system may fail to create the QC automatically. The PR must be recalled, corrected, and resubmitted.
If user accidentally enables sourcing: An unnecessary RFQ will be generated and may trigger supplier email drafts; users should cancel the PR within the 15-minute window.
If multiple suppliers are mentioned in attachments: Only one supplier should be assigned in the header (Quoted Supplier) for Post Facto cases.
Case 02: Quotation Available Case
Definition
This case applies when buyers already have a quotation from one or more suppliers, and want to negotiate on pricing or terms without re-initiating sourcing.
Workflow Overview
PRs arrive from source systems like SAP or Coupa.
Buyers review attachments and comments that contain existing quotations.
Based on review, this case is classified as Quotation Available.
Detailed Processing Steps
Step 1 – Review and Enrichment
Analyze all attachments, including quotations or email threads, to confirm that pricing or commercial data is available from previous discussions.
Perform data enrichment if key fields (cost center, commodity category) are missing.
Step 2 – Header Configuration
Set Enable Sourcing = No.
Set Enable Negotiation = Yes.
This instructs the system to trigger negotiation without creating a standard RFQ sequence.
Step 3 – Populate Supplier and Quotation Data
Update Quote Per Unit Price at line item level using available quotation values.
Mention the Quoted Supplier at header level for system tracking.
Step 4 – Submission and Automation
Submit the PR and wait for 15 minutes.
The system automatically:
Creates the RFQ and Auto quotes on behalf of the supplier but does not email it to suppliers.
Sends an automated negotiation request with target prices to the existing quoted supplier.
Waits up to 24 hours for updated pricing.
If no update is received within the window, the system sends an automated reminder to the buyer for manual action.
Step 5 – Buyer Actions Post Supplier Response
When suppliers submit revised prices, buyers get automated notifications.
Buyers then:
Manually create the Quotation Comparison (QC).
Allocate business to the preferred supplier.
Send the QC for end-user approval.
After approval, integration is automatically triggered back to the source system.
Edge Cases and Exceptions
If supplier does not respond within 24 hours: Buyer receives a reminder; manual intervention is required. The negotiation can be extended or the case can be converted back to a New Request through buyer action by canceling the existing request
If the wrong supplier was mapped in the header: Edit during the 15-minute buffer period; otherwise cancel PR and re-initiate.
If multiple quotations exist: Enter only the primary supplier in the quoted supplier field, but attach all quotations for reference in attachments.
If the system fails to send negotiation emails: Verify that the supplier’s Aerchain user status is active. Inactive users block email automation.
If the end user rejects the QC: System halts integration; buyer must either revise allocation or re-initiate negotiation before resubmitting.
Case 03: New Request Case
Definition
A New Request Case is a standard sourcing cycle initiated when goods or services have not been purchased before, and no quotation exists in hand. This case fully leverages Aerchain’s autonomous sourcing workflow.
Workflow Overview
The PR is created in the source system and synced to Aerchain.
During review, the user identifies it as a new procurement requirement.
Full sourcing and negotiation cycles are managed within Aerchain.
Detailed Processing Steps
Step 1 – PR Review and Categorization
Open the PR in Aerchain and conduct enrichment if required.
Verify that no previous quotation or supplier engagement exists.
Step 2 – Header Configuration
Set Enable Sourcing = Yes.
Set Enable Negotiation = Yes.
Step 3 – PR Submission and System Actions
Submit the PR without entering any quoted prices or supplier names.
The system waits for 15 minutes; any modifications can be done in this window.
After 15 minutes:
The system auto-generates the RFQ.
Emails are automatically sent to all selected suppliers.
Suppliers can quote directly via email or system login.
Step 4 – Negotiation and Business Allocation
Once suppliers submit their quotes, the buyer receives notifications.
The buyer initiates negotiation if required, defining target prices.
Suppliers respond through Aerchain or email.
Buyer reviews all quotes, creates the QC, and allocates business to the chosen supplier.
End-user approvals are triggered post-QC submission.
Step 5 – Final Integration
Once end-user approval is completed, Aerchain automatically triggers the PR update integration to the source system with complete supplier and PO mapping.
Edge Cases and Exceptions
If the buyer mistakenly sets enable sourcing = No: The system will not trigger RFQ creation, and the PR must be re-submitted with correct parameters.
If supplier email fails: Verify the supplier’s registration or active status in Aerchain; resend invitation manually if required.
Automation Overview Summary
Recommendations and Governance
Validate supplier master data regularly to prevent RFQ failures.
Maintain audit records by ensuring attachments are uploaded for every PR.
Avoid repeatedly canceling PRs post-submission; this impacts system audit logs.
Operational Notes & Key Guidelines
1. PR to RFQ Conversion
The system converts Purchase Requisitions (PR) to RFQs automatically every 15 minutes (i.e., at 15, 30, 45, and 60 minutes of every hour).
Buyers and requestors should be mindful of this conversion window before making any edits.
2. Negotiation Process
Auto-Negotiation is currently disabled as the logic is being revamped.
Please proceed with manual negotiations until the new automation is implemented.
3. Editing or Cancelling PRs
PRs can be cancelled or edited within the 15-minute conversion window before the RFQ is generated.
If the RFQ has already been created by the system, you can cancel the RFQ, make necessary edits to the PR, and resubmit it.
4. Reassignment of Approvals / Tasks
If a requestor is on leave or unavailable, the system admin can reassign the approval request or enrichment task to another available requestor.
Similarly, if a buyer is unavailable, the system admin can use the Bulk Reassign option to transfer pending transactions to another active buyer.
5. QC Recommendation Workflow
In the QC Recommendation Email, requestors have the option to approve or reject the recommendation directly.
7. RFQ Communication & Notifications
Buyers can select from multiple email addresses available for a supplier when sending RFQ notifications.
Additional supplier contact details can also be added if required.
The system automatically sends a reminder to suppliers if no response is received within 12 hours of RFQ release.
Buyers can also manually send reminders from the RFQ view page when necessary.
8. Buyer & Supplier Communication
Buyers can communicate with suppliers through the Supplier Comments section.
Internal communication between buyers and requestors can be done using the Activity Timeline Chat feature.
9. Supplier Management
Buyers have the capability to create, edit, or block suppliers directly within the system.
10. Transaction Timeframes & Notifications
After each transaction (e.g., PR submission), the system allows a 15-minute window for the buyer to edit or cancel before conversion.
Once the RFQ is released to suppliers, the system waits for 24 hours for supplier responses.
If no quotes are received within this period, a notification is sent to the buyer prompting manual action such as:
Quoting on behalf of the supplier
Editing the RFQ (e.g., adding new suppliers)
Cancelling the RFQ