Copilot-based Supplier Chatbot for Multiple Warehouses
ThirdEye Data designed and implemented a Copilot-based Supplier Chatbot integrated into a comprehensive Warehouse Management System (WMS) built on Microsoft Power Platform. This intelligent chatbot serves as a conversational interface for global suppliers, enabling seamless interaction for tasks like invoice uploads, payment tracking, and product inquiries. It understands the data stored in the Dataverse and delivers context-aware responses while strictly adhering to role-based access controls and security protocols.
THE CUSTOMER
BUSINESS GOALS OR CHALLENGES
Business Goals
- Automate Supplier Communication: Enable suppliers to resolve their own queries around invoices and products.
- Improve Payment Processing Efficiency: Streamline the flow of invoices from upload to approval.
- Enhance Supplier Experience: Deliver a consistent and responsive communication channel for global suppliers.
- Leverage Power Platform Capabilities: Build an integrated warehouse and supplier management solution.
- Maintain Security & Data Privacy: Ensure suppliers only access data relevant to their role and context.
Understanding the Challenges:
- Manual Supplier Support: Internal teams spent considerable time responding to supplier queries and managing document flows.
- Fragmented Data Access: Suppliers had no direct interface to access their data or check the status of their invoices.
- Delayed Invoice Processing: Invoices were often uploaded via email or other indirect channels, leading to inefficiencies.
- Limited Visibility: Suppliers lacked visibility into their product catalog or the status of submitted documents.
- Security Concerns: Ensuring data privacy for global vendors was crucial to compliance and trust.
Prerequisites and Preconditions:
Prior to building the solution, several foundational elements were established:
- Structured Warehouse and Supplier Data: Consolidated supplier records, invoice documents, and product catalogs into the Dataverse.
- Defined Business Rules: Mapped role-based access, approval flows, and query-response boundaries.
- Adoption of Microsoft Power Platform: The organization committed to leveraging low-code tools for rapid deployment.
- Invoice Upload Framework: Standardized document formats and invoice validation rules.
- Security and Privacy Protocols: Defined strict role-based access control (RBAC) policies and compliance measures.
THE SOLUTION
ThirdEye Data developed a Copilot-based Supplier Chatbot as part of a full-fledged Warehouse Management Application on the Microsoft Power Platform.
Solution Highlights:
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Copilot Chatbot for Suppliers: Delivered a conversational interface for invoice uploads, payment status inquiries, and product-related questions.
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Integrated with Warehouse Management System: The chatbot was tightly coupled with the WMS for a seamless user experience.
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Real-time Invoice Uploads: Allowed suppliers to upload documents directly through the chatbot, initiating payment processing workflows.
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Status Tracking & Product Queries: Suppliers could ask about invoice approval status or product specifications, and receive contextually accurate answers.
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Dataverse Integration: The chatbot accessed structured supplier and warehouse data from the Dataverse to provide up-to-date responses.
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Role-Based Access & Privacy: Ensured suppliers only received data specific to their accounts, in full compliance with enterprise data governance.
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Scalable Deployment: Delivered the solution as a complete, ready-to-deploy application for global customers managing multiple warehouse locations.
VALUE CREATED
The Supplier Copilot Chatbot delivered measurable improvements in supplier relations and warehouse operations:
- Reduced Support Overhead: Internal support queries dropped by 45% due to self-service capabilities for suppliers.
- Faster Invoice Processing: Document upload via chatbot shortened the average invoice processing cycle by 30%.
- Improved Supplier Satisfaction: Suppliers appreciated real-time responses and transparent access to their data.
- Better Data Accuracy: Centralized document handling and guided uploads reduced errors in invoice submissions.
- Enhanced Compliance & Security: Strict RBAC ensured data privacy and built supplier trust.
- Streamlined Global Operations: Unified supplier communication across multiple warehouse locations under one solution.
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