Review and reprocessing

Everything on this page is done from the application, not from the Admin Panel. It is handled by buyers and the organization admin.

Sourced processes supplier replies on its own: it reads each email and its attachments, extracts the quotation and adds it to the comparison. When something doesn't work out (the AI didn't understand the reply, isn't sure about the data it extracted, or the email couldn't be linked to any request), it waits for someone in your organization to resolve it. Here is where to see it and what you can do in each case.

Where to see what needs review

• Manual Action, in the Spot Buying · Email menu: opens Awaiting Manual Action, with the quotations from open purchases that are waiting for a person; the red number in the menu shows how many there are. It has two queues: Under review (escalated to a person) and To confirm (low confidence, imported manually or reprocessed, waiting for you to confirm the data). If you have purchases under your name, you first see only those; choose All buyers in the filter to see everyone else's.

• The purchase: in the Quotations tab, a quotation that needs something shows the Review button.

• Inbox → Unlinked: supplier emails that reached your organization's mailbox but couldn't be linked to any request (see below).

Review a quotation

In Awaiting Manual Action, clicking a quotation takes you to where it is resolved, depending on its label:

• Escalated to human: the AI couldn't resolve the reply (it is ambiguous, comes in a hard format, or the supplier asked something instead of quoting). It is resolved right there: you write a reply to the supplier, mark it as completed, or dismiss the supplier. Details in Quotations and manual review.

• Low confidence or Unconfirmed import: the purchase opens with that quotation's review. You check the extracted data and confirm it (correcting whatever is needed), or you reprocess it, import it manually or discard it. Until you confirm it, it doesn't enter the comparison. Details in Low-confidence quotations.

Reprocess a reply

If the AI misread a quotation (for example, it took the line subtotal as the unit price or used an old quote that came attached), use Reprocess on that quotation's row in the purchase's Quotations tab:

• The extraction runs again on the original email and attachments. You can untick the files that muddy the reading.

• In Correction (optional) you tell the AI what to fix; it takes it with top priority.

• When it finishes, the quotation goes to To confirm: you check the result with Review and confirm it.

It isn't available for quotations already awarded or for closed or cancelled purchases (if it is awarded, reopen the award first). If the quotation reached you outside Sourced, use Import quotation; if you'd rather have the supplier send a clearer one, Resend request.

Emails that couldn't be linked to a request

Sourced links each reply to the quotation request it answers. If a supplier writes a new email instead of replying to the request, mentions a purchase code that doesn't exist, or the email is sent by someone who isn't among that purchase's suppliers, Sourced doesn't guess: the email stays in Inbox → Unlinked (in the Procurement tab; the button shows how many there are). From there:

1. Open the email to see the text and the attachments.

2. In Link to a quotation request, search by purchase code, external reference or supplier and choose the request and the supplier. Only open purchases appear; if Sourced recognizes the sender, it suggests their requests.

3. Click Link and process: the email and its attachments are processed within that purchase like any other reply. If processing fails, you can retry.

If the email has nothing to do with any purchase, use Archive; you can get it back from Archived with Restore. When the sender is a supplier your organization recently asked for a quote and the email looks like a quotation or a question, Sourced automatically asks them to reply to the original request email; the status of that notice shows on the email.

What stays on the Sourced side

If a supplier says they replied but their email shows up neither in the purchase's conversation nor in Unlinked, it may have failed to process. Reprocessing that email is done by the Sourced team: request it through your support channel with the sender, subject and date. The same applies if reprocessing a quotation or linking an email fails again.