Procurement staff manually track inventory levels, search for supplier contacts, compose purchase orders, and monitor deliveries across multiple spreadsheets and email folders. This fragmented process creates delays, duplicate orders, and lost visibility into order status.
Automation monitors inventory in real time, generates and sends purchase orders automatically, tracks supplier confirmations, and alerts the team to delivery delays. Orders move from creation to confirmation in hours instead of days.
The full workflow, from trigger to completion.
The automation platform monitors the inventory spreadsheet. When a material's stock level drops below the reorder point, the workflow is triggered automatically.
The automation retrieves the supplier contact, lead time, and preferred order quantity from the supplier database and material master list.
A structured PO is created with order number, quantity, delivery address, and payment terms pulled from the system.
The PO is formatted and sent to the supplier's email address automatically. A copy is logged in the order tracking system.
A new order record is created in the central order database with status 'Pending Confirmation', expected delivery date, and supplier details.
The inventory spreadsheet is updated automatically to reflect the pending order and adjust the forecasted stock level.
A notification is sent to the finance team and procurement manager with the PO summary and expected delivery date for tracking and budgeting.
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