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Smart Procurement

Where: Purchase → Smart Procurement.

Every day the agent works out what you're about to run short of — from confirmed sales orders and low stock — finds the cheapest vendor for each item from your price lists, and drafts the paperwork. Nothing is bought without your approval.

📷 Screenshot spot — capture this screen and save it as static/img/screenshots/purchase-procurement-agent.png, then replace this whole box with the single line:
![Smart Procurement Agent (AI)](/img/screenshots/purchase-procurement-agent.png)

How a sweep works​

  1. Detects needs — material shortages on every confirmed sales order with a BOM, plus stock at or below its reorder level. Deduped against open proposals, requisitions and POs, so it never double-orders.
  2. Enriches — cheapest vendor from your price lists (falling back to the product's preferred supplier), a recommended top-up quantity, estimated cost, and an urgency (Critical / High / Normal).
  3. AI writes the rationale — the numbers are computed in code; the AI only writes the plain-English explanation, so it can't invent a price or a quantity.
  4. Drafts proposals — or, if you've opted in to auto-convert, draft requisitions (a manager still approves before any PO exists).

It runs daily on a schedule, or on demand with Run now.

The three tabs​

Buy list​

The live worklist: KPIs (To buy · Ready · Est. spend · Low-stock items), a consolidation preview ("If you order now — grouped into N PO(s)"), and the table of what needs buying today with the cheapest vendor, the why (Order / Reorder), urgency, quantity and cost.

  • Tick the Ready rows → Create requisitions — raised immediately, grouped by vendor.
  • Rows marked No vendor need a supplier + price first — click Assign vendor, pick the vendor and unit price, and the row flips to Ready (this also sets the product's preferred supplier).
  • Items already covered by an open requisition or PO show a link to it instead — the agent won't double-order.

Proposals​

Each proposal shows the product, chosen vendor, source (sales order / reorder / both), quantities, cost, urgency, and the AI rationale explaining why it's on the list. Convert to requisition (single or bulk, grouped by vendor) or Dismiss. Converted proposals land in Requisitions as Waiting Approval and follow your normal approve → PO flow.

Policy​

  • Automation: Agent enabled · Auto-create requisitions (off by default — recommended) · Plan from sales orders · Plan from reorder levels.
  • Quantities & limits: Reorder top-up multiplier (top stock up to reorder level × this), minimum line value (skip tiny buys), daily item cap.
  • AI rationale tone: signature name and a tone note (e.g. "Prefer vendors with shorter lead times even at a small premium").

Tips​

  • Import vendor price lists first — the cheapest-vendor pick is only as good as your price data.
  • Set a sensible minimum line value so you're not raising paperwork for one ₹40 terminal block.
  • Read the rationale before converting — it tells you which sales order or reorder level triggered the line.
  • Keep auto-convert off until you trust the vendor picks.