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SCENARIO 08·Purchasing·Data Interpretation

Supplier quotes use different currencies, units, and payment terms, making direct comparison impossible

To compare quotes from several suppliers, the purchasing team must first standardize them: convert currencies, align units, and place payment terms and lead times in the same columns. Only then can they see the differences.

The work may not take long, but it is fragmented and must be repeated each time. Conversion errors are also easy to make. If one currency or unit is not aligned, the comparison will be wrong, and these errors are difficult to spot on the surface.

At a glance

How it was done

  1. Collect all supplier quotes
  2. Copy into the comparison table and convert currencies and units
  3. Check the previous purchase price
  4. Manager approves the price

Where it gets stuck

Each supplier quote uses different currencies, units, and delivery terms. If one currency or unit is not aligned, the comparison will be wrong, and the error is difficult to spot on the surface.

With an AI Agent

  1. Collect all supplier quotes
  2. Copy into the comparison table and convert currencies and units
  3. Check the previous purchase price
  4. Manager approves the priceHuman approval

The AI Agent extracts fields, converts currencies and units, and flags different terms and unusual prices. It shows the formula for every conversion. Purchasing and managers still decide which supplier to select and whether to negotiate.

01

How it was done

  1. 01Collect all supplier quotes and read each item, unit price, currency, payment term, and lead time
  2. 02Copy the information into a comparison spreadsheet and convert currencies and units manually
  3. 03Check past supplier quote records for unusual prices
  4. 04Prepare the comparison results and submit them to the manager for price approval
報價單_YG-Q-260921.pdf1 / 1
Example Steel Co., Ltd.
Quotation
No.
YG-Q-260921
Date
2026-09-21
To
Example Machinery Purchasing Department
Valid Until
2026-10-31
Delivery
Delivered to plant (freight included)
Unit
New Taiwan dollars/kg, excluding tax
Item and SpecificationQuantityUnit PriceAmount
S45C round bar Ø502,00037.575,000
!SCM440 round bar Ø401,5005887,000
SUS304 stainless steel plate 3t80010483,200
A6061 aluminum plate 10t60013178,600
SS400 steel plate 6t3,00028.886,400
Subtotal (excluding tax)
410,200
Business tax 5%
20,510
Total
430,710
Prepared byApproved byFor Quotation Use Only
1 / 1
御見積書Mail
【御見積書】HK-2609-044 丸棒・鋼板の件
山田（範例金属株式会社 営業部）2026/09/19 16:42
御見積書_HK-2609-044.xlsx18 KB
取引条件
CIF 基隆
有効期限
2026-10-15
単位
円／トン（数量はトン）
品名数量単価金額
S45C 丸棒 Ø502172,000344,000
SCM440 丸棒 Ø401.5198,000297,000
SUS304 ステンレス板 t30.8470,000376,000
!A6061 アルミ板 t100.6（見積対象外）—
SS400 鋼板 t63140,000420,000
Quotation_ET-2609-118.xlsxExcel
A1Quotation No.: ET-2609-118
Quotation No.: ET-2609-118
Price Term: EXW our warehouse
Validity: until 2026-09-20
DescriptionQty (kg)USD/kgAmount
S45C Round Bar Dia.502,0001.182,360
SCM440 Round Bar Dia.401,5001.362,040
SUS304 Plate 3mm8003.202,560
A6061 Plate 10mm6003.952,370
SS400 Plate 6mm3,0000.922,760
Quotation100%
Illustration only. The three suppliers quote in New Taiwan dollars, Japanese yen, and US dollars. One quotes by the metric ton, and each uses different delivery terms. The quote from Example Trading has expired, Example Metal omitted the aluminum plate, and Example Steel's SCM440 price is 30% higher than the previous purchase price. CIF Keelung means the price includes freight to Keelung Port but excludes import customs clearance and inland freight. EXW means delivery at the supplier's warehouse, with freight charged separately.
02

With an AI Agent

  1. 01
    What it doesExtract three quotes
    Standard appliedMatch the three quotes by material code, such as S45C and SCM440, regardless of differences in Chinese, Japanese, and English item names
    OutputEach supplier's unit price, currency, unit, and terms for each item
  2. 02
    What it doesConvert to the same basis
    Standard appliedConvert all prices to New Taiwan dollars per kilogram. Use the company's specified exchange rates, divide metric-ton prices by 1,000, round to two decimal places, and show every conversion formula for direct verification
    OutputComparison table: each supplier's converted unit price and the previous purchase price for every material
  3. 03
    What it doesFlag items that need attention
    Standard appliedFlag missing quotes, expired quotes, delivery terms that prevent direct comparison, and any price more than 15% above or below the previous purchase price
    OutputA list of issues and a terms comparison table
  4. 04
    What it doesSend to purchasing and managers
    Standard appliedList only the converted figures and differences. Do not provide purchasing recommendations or estimate freight or customs duties
    OutputPurchasing and managers approve prices. People handle negotiations
Human approval
Step 4 remains with purchasing and managers. The AI Agent organizes the information and flags differences. It does not approve prices or negotiate with suppliers.
Platform modules used
Skills

For data interpretation tasks, we recommend making every number traceable to the source data for verification. AI should understand the issue, classify the data, and explain it. At client sites, the most common cause of failure is misaligned dates, currencies, or part numbers. For purchasing comparisons, the first version should only extract fields and create a difference table. Add historical searches after the output is stable. People should continue to handle negotiations.

Screenshots show the Traditional Chinese interface.

01Upload Three Quotes and Instructions

EgentWrX conversation screen: An employee uploads three quotes in New Taiwan dollars, Japanese, and English. The instructions specify the company's exchange rates, previous purchase prices, and issues to list.
  1. 1Upload all three quotes together: one in New Taiwan dollars, one in Japanese, and one in English.
  2. 2Use the company's specified exchange rates to convert prices to New Taiwan dollars per kilogram and show the formulas.
  3. 3List missing quotes, expired quotes, different delivery terms, and items that differ from the previous purchase price by more than 15%.

02Execution Process

EgentWrX execution screen: The AI Agent first analyzes the format of the three quotes, reads each document in full, and then prepares the comparison table.
  1. 1First analyze the format of each quote.
  2. 2Read each document in full.
  3. 3Prepare the converted quote comparison table.

03Comparison Table and Conversion Formulas

EgentWrX results screen: A comparison table shows the prices for five materials from three suppliers, converted to New Taiwan dollars per kilogram. It marks the supplier with the lowest unit price and the difference from the previous purchase price. The Japanese yen and US dollar conversion formulas appear below.
  1. 1Show the converted price per kilogram for five materials from three suppliers and mark the supplier with the lowest unit price.
  2. 2Convert Japanese yen prices per metric ton using "unit price × 0.215 ÷ 1000".
  3. 3Convert US dollar prices using "unit price × 32.0".

04Items That Need Attention

EgentWrX results screen: It lists an item without a quote, an expired quote, different delivery terms that prevent direct unit price comparison, and the only quote that is 31.82% above the previous purchase price.
  1. 1One supplier's quote has expired. The figures in the table are for reference only.
  2. 2The three suppliers use different delivery terms. Delivered cost will be higher than the listed figures, so the unit prices cannot be compared directly.
  3. 3One unit price is 31.82% above the previous purchase price. Confirm it with the supplier.
  4. 4The differences in payment terms and lead times are also listed. They are not reflected in the unit prices.
03

Numbers

Estimated monthly savings of 0.5 to 2 hours

0.5–2hoursEstimated monthly time saved on quote data preparation

Source: An unnamed auto parts manufacturer advised by Intellicon Solutions

04

FAQ

Why is this worth doing if it saves only 0.5 to 2 hours per month?
It is worth doing because it standardizes the process. Once the fields and conversion rules are written into the AI SOP, every comparison uses the same basis, even when a different person handles it. This step also prepares the way for connecting the full quotation process later.
Could the exchange rate conversion be wrong?
Yes. That is why every conversion includes a formula, and the exchange rates come from company-specified figures. Purchasing can verify the calculations directly. The AI Agent reads the supplier quotes, aligns the fields, and explains the differences.
Will the AI Agent decide which supplier to select?
No. Purchasing and managers receive the comparison table and flagged differences. People remain responsible for price approval and negotiation. We also recommend assigning the preparation work to the AI Agent while leaving price approval to managers.

Where to go next

30 minutes to map out which work to hand to AI first

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