Purchasing Request Agent

Simplifies Purchasing Request creation through AI-powered guidance, real-time validation, and seamless ERP integration.

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#OperationalEfficiency #ProcurementAutomation #ComplianceAssurance #ERPIntegration

Business Challenge

The creation of Purchasing Requests is often a manual and time-consuming process that requires users to navigate complex tools, forms and compliance requirements. Errors in data entry, misaligned accounting information and non-compliance with procurement policies slow down the process and reduce its effectiveness. These mistakes can trigger invoice re-work, budget misallocations and audit findings, exposing the company to financial penalties and reputational damage. As internal expectations grow for faster and more user-friendly procurement tools, organizations need a solution that simplifies the intake management process while improving governance and operational control.

Solution Overview

Our Purchasing Request Agent transforms Purchasing Request intake by guiding users through the process via a conversational AI interface. Requisitioners interact naturally with the system to create complete and compliant requests - without needing to master complex procurement platforms.

A system of specialized AI agents validates each request in real time against Group Procurement Policies, assists in accurately adding accounting data, and ensures proper commodity classification. Thanks to direct calls to ERP back-end services, every lookup - supplier status, GL account, Cost Center, WBS -returns live data with no replicated databases. Once validated, the application automatically generates the request in the ERP or eProcurement system, eliminating manual steps and reducing errors.

The solution's main features include:

  • Conversational Request Creation
    Users can create Purchasing Requests through natural language interaction, simplifying the intake management process.

  • Catalog Items/ Price List Matching
    Checks whether a specific request can be fulfilled with already-negotiated products that are present either on a supplier catalog or on a negotiated price list, leveraging similarity search to surface alternative suppliers, price-list lines and commodity groups in real time

  • Automated Policy Validation
    Ensures every request complies with Group Procurement Policy through real-time validation by a dedicated AI agent, cross-checking live master data retrieved

  • Smart Data Entry Assistance
    Supports users suggesting accurate accounting and commodity classification data, reducing back-and-forth and rework

  • Seamless System Integration
    Automatically creates and submits the request in the ERP or eProcurement system, with no manual input required.

  • Improved Compliance and Data Quality
    Standardizes inputs and enforces governance to enhance reporting, tracking and audit-readiness.

Technical Implementation

This Generative AI solution was built with:

  • Modular multi-agent orchestration
    Each agent handles a specific responsibility (e.g., guidance, validation, data enrichment) within a stateful workflow, enabling controlled and auditable interactions.

  • OData V4 and REST integration layer
    Real-time access to enterprise systems via standard APIs, supporting both transactional and master data lookups (suppliers, catalog items, GL, Cost Center, WBS).

  • Semantic retrieval via embeddings and ragging
    Uses embedding-based similarity search to match user intent against catalog lines, commodity groups, and accounting elements, even with free-text inputs.

  • Optional event-driven persistence
    Reference data can be cached asynchronously via an event-based sync layer, reducing latency and protecting back-end systems from excessive load.

  • Backend-agnostic structured output
    The assistant generates normalized payloads that can be mapped to any ERP or procurement system interface (e.g., PR, PO creation APIs), enabling seamless downstream integration.

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