The work and the outcome
Vague descriptions and absent accounting fields create repeated requests for clarification.
ERP requisition draft has validated fields, supporting request and correct approval route.
- Business function
- Procurement intake
- Typical sponsor
- Head of procurement
- Working role
- Procurement coordinator
- Unit of work
- purchase requisition
How this work typically happens today
- Read requested goods and purpose
- Find catalog/category and cost center
- Check budget/approval requirements
- Enter requisition and route approval
How the workflow could run
AI helps prepare and coordinate the work. The review rules define what can proceed and where an accountable person decides.
- 01
Receive the trigger
Employee submits a purchase request outside the procurement form.
- 02
Bring the right context together
Govern approved catalog, category and cost-center mappings with policy versions.
- 03
Prepare the work with AI
Extract need, quantities and dates; suggest approved catalog matches; check mandatory fields and approval policy; draft requisition.
- 04
Review and authorize
Requester confirms specification; budget owner approves spend; buyer resolves noncatalog sourcing.
- 05
Confirm the outcome
ERP requisition draft has validated fields, supporting request and correct approval route.
The review experience
Guided requisition review showing missing fields and catalog alternatives.
Information and systems
Systems to connect
- Email/forms
- procurement ERP
- catalog
- budget/cost-center master
Context the workflow needs
Requester, item/specification, quantity/UOM, need-by, cost center, budget reference, preferred vendor, estimated value.
What needs to be in place
Procurement policy, catalog and accounting masters; budget read access; requisition API.
Human decisions and exceptions
Where people decide
Requester confirms specification; budget owner approves spend; buyer resolves noncatalog sourcing.
The approval boundary
Budget owner approves purchase; AI suggestions cannot authorize spend or choose a novel vendor.
If something is missing or fails
Ambiguous specification or policy conflict returns a structured clarification task to requester.
What to measure
- Complete requisitions / submitted drafts
- clarification cycles / request
- coordinator minutes / requisition
What to check during evaluation
Test invalid cost centers and approval-threshold boundaries; monitor returned requisitions.
Establish today’s baseline and agree acceptance criteria for representative cases, including exceptions. Count review, rework and operating costs alongside the benefit. Time released creates capacity; a financial saving needs a separate mechanism.
Explore it in your business
What fraction is noncatalog? Sample rejected requisitions, approval rules and missing-field frequencies.
Bring the people who own the process, permitted examples and a clear finish line. Together, we can establish the scope, connections and evidence needed for a useful first deployment.