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Procurement Agent

Find approved material that has not been ordered yet, pick the vendor from your own purchase history, and get one draft purchase order per vendor to check and confirm.

Where
  1. Procurement
  2. AI agents
  3. Procurement Agent
Who
  • Company Admin
  • Procurement Manager

The site raised the indent and someone approved it; this agent makes sure it gets ordered. It lists every approved line still to buy, chooses a vendor from what you have paid before, and drafts the purchase orders — linked back to the indent lines.

📷 Screenshot spot — a Procurement Agent result for one project: the Still to order table with Risk showing OVERDUE and AT_RISK rows, one vendor section with its PO lines, and two "Draft purchase order" cards under Drafts for you to review

Save as static/img/screenshots/ai-procurement-agent.png and replace this box with ![Procurement Agent](/img/screenshots/ai-procurement-agent.png)

What it reads​

  • The project's material requests that are approved or partly fulfilled, line by line, with the quantity still to order.
  • The project's purchase orders — draft, pending approval and approved orders hold quantity; approved, issued and closed orders are the price history. A scheduled run reads every project you can see, so its price history spans all of them.
  • Your vendor list — active vendors only, never blacklisted vendors or subcontractors.
  • Free stock in the project's site stores, for information.
  • Its own drafts that are still waiting for review.

What you get​

  • Key figures: Lines to order, Draft POs proposed, Estimated value (pre-tax), Already overdue, At risk on lead time, No vendor history, Already in a draft or awaiting review.
  • Still to order — Project, Indent, Material, Unit, Pending to order, In draft POs, Awaiting review, To buy now, On order (to receive), Site stock free, Required by, Risk.
  • One section per vendor — Indent, Material, Qty, Unit, Rate, Amount, Last PO, Lead (days), Required by, Risk — and one draft PO for it.
  • No vendor history — needs a quote, and Before you confirm advice.

The rules

QuestionRule
How much to buyPending to order, less the quantity already on draft, pending or approved POs, less what is in its own drafts awaiting review. Never below zero — nothing is drafted twice.
Which vendorFor each vendor, the latest price they charged for that material on an order that was at least approved. The cheapest wins; a tie goes to the shorter usual lead time, then the more recent order.
Lead timeThe middle value of what the vendor promised (expected delivery minus PO date).
OverdueThe indent's required-by date has passed — high.
At riskOrdering today at the vendor's usual lead time arrives after the required-by date — medium.
No historyNo eligible vendor has supplied it at an approved price. Listed for a quote; not put on any PO.
Stock on siteThe site store already holds some — flagged low: "Check it before buying."

Each draft PO carries the vendor's last agreed rate, an expected delivery date of today plus the longest lead time on the order, and the indent number on every line.

Run it​

  1. In the sidebar, open Workspaces › Procurement and click Procurement Agent under AI agents.
  2. Choose the Project.
  3. Click Run agent.
  4. Check Still to order and the risk column.
  5. Under Drafts for you to review, open each "Draft PO" card, check the Preview, and click Confirm — create draft.
  6. Open the draft PO from the card, compare each rate with a current quote, then submit it for approval as usual.

Run it every morning​

The agent can run itself daily — off until your Company Admin ticks Run automatically (daily) in its Schedule & delivery panel (08:00 by default). Each scheduled run covers every project the recipient can see, for each Procurement Manager (or each Company Admin when the company has none). Its drafts land in Drafts to review; nothing is emailed.

Safeguards​

  • Nothing is ordered. Confirming creates a draft PO under your name. It still needs approval and issue.
  • The PO screen runs its own checks again when you confirm — a blacklisted vendor, a subcontractor or more than is left to order is refused.
  • Every PO line stays linked to its indent line, so when the PO is issued the indent shows as ordered and tomorrow's run does not propose it again.
  • Drafts stay confirmable for 3 days.
  • Only people who can create purchase orders can run it or confirm its drafts.
Last price is not today's price

The rate on a draft is what this vendor last charged you, possibly months ago. Get a current quote for steel, cement and anything else that moves before you submit the PO.

Tips​

  • Keep Required by filled on indents — without it there is no overdue or at-risk check.
  • Set expected delivery dates on your POs; that is where lead times come from.
  • A line under No vendor history needs an enquiry. Once you have ordered it once, the agent can price it next time.