Procurement and raw materials sourcing is the process of identifying material needs from production schedules, requesting quotes from suppliers, comparing options, and placing orders.
Automation captures production requirements, sends quote requests automatically, analyzes supplier responses, and routes approved orders to accounting. The result is faster sourcing cycles, fewer stock-outs, and cleaner supplier records.
The full workflow, from trigger to completion.
A production run is scheduled in the system or inventory falls below reorder threshold. The automation is triggered with material requirements and delivery date.
The automation retrieves the bill of materials and current inventory and, calculates order quantities, and prepares a material request.
The automation sends quote requests to preferred suppliers via email with material specs, quantities, and delivery date. It logs each request and sets a deadline for replies.
As supplier quotes arrive via email, the automation extracts pricing and lead time, compares options against cost and delivery criteria, and recommends the best supplier.
A purchase order is automatically created with the selected supplier, line items, quantities, and pricing from the winning quote.
The PO is sent to the supplier email address automatically, with a copy logged in the system for audit and tracking.
The automation monitors supplier responses and sends follow-up emails if confirmation is not received within 24 hours. It logs all communication and expected delivery dates.
When goods arrive and are confirmed by warehouse staff, inventory is automatically updated and, and the PO status is marked complete.
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