Purchasing Automation

Purchase requests must reach the right supplier quickly, without stock-outs, duplicate orders, or unapproved spending. This system watches all three at once.

The order suggestions screen lists items with less than a month of stock that are still moving; each shows current stock, average monthly consumption, past purchases, and equivalent parts. The data refreshes from the ERP every night. Items with no assigned supplier are matched to the right supplier by their code prefix.

Approval is smart: a cycle running every five minutes approves requests that meet the rules by itself - for customer orders, account terms and amount limits; for stock orders, stock that has truly run out and a quantity reasonable for consumption. The requester gets a few minutes to cancel; requests that break a rule stay with a manager, and the reason for a rejection is written on the card.

Approved orders go to the supplier by e-mail, or are posted from an office computer to the supplier’s WhatsApp group. To prevent duplicate orders, messages go to groups only, and only once.