Purchase Requisition Agent
Automate purchase requisitions - detect demand, check budget, trigger approval.
Detects procurement demand from consumption data, checks cost centre budgets, suggests preferred vendors, triggers the approval workflow and generates the purchase order.
Score Dashboard
What This Agent Does
The purchase requisition is the start of every procurement process. An employee needs material, a service or a licence. Today this means: fill in a form, obtain approval, wait until purchasing orders. For standard orders, an unnecessarily long process. For large amounts, budget checks or framework contract information is missing.
The Decision Layer shortens the process: ML-based demand detection from consumption data, automatic budget check, vendor suggestion from master data, framework contract terms applied and approval workflow per amount threshold. Only orders above the configured threshold require human approval.
The result: standard orders are processed in hours instead of days. No budget is exceeded without approval. Framework contracts are systematically utilised. And purchasing can focus on strategic procurement.
Micro-Decision Table
Demand detection Does procurement demand exist based on consumption data? AI Agent
ML-based analysis of historical consumption and order patterns
Decision Record
Challengeable: Yes - fully documented, reviewable by humans, objection via formal process.
Budget check Is the cost centre budget sufficient for the order? Rules Engine
Numerical comparison of budget vs. order total
Decision Record
Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.
Vendor suggestion Which vendor and framework contract is suggested? Rules Engine
Master data query for preferred vendor and framework contract
Decision Record
Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.
Trigger approval workflow Who must approve the order? Rules Engine
Approval matrix per amount threshold and product group
Decision Record
Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.
Generate purchase order Is the purchase order created in the ERP? Rules Engine
Template-based order creation
Decision Record
Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.
Apply framework contract terms Do special terms from a framework contract apply? Rules Engine Vendor
Contract data check
Decision Record
Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.
Challengeable by: Vendor
Approval above threshold Is the order manually approved? Human Vendor
Judgement for high order values
Decision Record
Challengeable: Yes - via manager, works council, or formal objection process.
Challengeable by: Vendor
Decision Record and Right to Challenge
Every decision this agent makes or prepares is documented in a complete decision record. Affected parties (employees, suppliers, auditors) can review, understand, and challenge every individual decision.
Prerequisites
- ERP system with procurement module (SAP MM, Microsoft Dynamics or equivalent)
- Defined approval matrix per amount thresholds and product groups
- Vendor master data with preferred vendors
- Cost centre budgets in the planning system
Governance Notes
GoBD-relevant: purchase orders are commercial documents subject to the retention obligation per AO Paragraph 147. The link between order, goods receipt and invoice (three-way matching) is a core component of proper bookkeeping.
The approval matrix and budget controls are part of the internal control system (HGB Paragraph 289 Abs. 4). The agent ensures no budget is exceeded and approval rules are observed.
§203 StGB-relevant data is encrypted end-to-end and never passed to AI models in plain text.
Process Documentation Contribution
Infrastructure Contribution
The Purchase Requisition Agent builds the procurement automation that supplies the Three-Way Matching Agent with order data. The approval matrix engine is reused by all agents with approval workflows. The framework contract logic delivers data to the Contract Compliance Agent.
Builds Decision Logging and Audit Trail used by the Decision Layer for traceability and challengeability of every decision.
Does this agent fit your process?
We analyse your specific finance process and show how this agent fits into your system landscape. 30 minutes, no preparation needed.
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Frequently Asked Questions
Does the agent replace purchasing?
No. The agent automates operational order processing for standard demand. Strategic procurement - vendor selection, contract negotiation, demand consolidation - remains with purchasing. The agent frees purchasing from routine work.
What happens when the budget is insufficient?
The agent blocks the order and informs the requester and budget owner. A budget overrun is only possible with explicit manual approval from the next higher supervisor.
How are urgent orders handled?
Urgent orders can be flagged with a fast-track indicator that shortens the approval chain. The budget check still runs - urgency does not exempt from budget control. The subsequent approval is documented.
What Happens Next?
30 minutes
Initial call
We analyse your process and identify the optimal starting point.
1 week
Discover
Mapping your decision logic. Rule sets documented, Decision Layer designed.
3-4 weeks
Build
Production agent in your infrastructure. Governance, audit trail, cert-ready from day 1.
12-18 months
Self-sufficient
Full access to source code, prompts and rule versions. No vendor lock-in.
Implement This Agent?
We assess your finance process landscape and show how this agent fits your infrastructure.