Coworkers Operations
Purchasing
Purchasing takes your requests on WhatsApp, asks for three quotes, builds the comparison and leaves the purchase order ready for approval.
- Team
- Operations
- Channels
- WhatsApp, Email
- Approval
- Purchase order: approved by whoever holds the signing level. New supplier: two approvals.
- I need 40 oil filters for the Ica fleet, arriving Monday.
- I asked three suppliers for quotes. The best is Repuestos del Sur: S/ 3,180.00 before VAT, delivery Monday. The other two cost S/ 3,460.00 and S/ 3,590.00, and one delivers Wednesday. It is a new supplier, so the PO needs two approvals. Shall I draft it with them?
- Yes, draft it.
- PO 8045 is in draft for S/ 3,180.00 plus VAT. I sent it to Mariana and to Management for the two approvals. Once approved, I notify the supplier and follow the delivery.
01 · What it does
The work it takes off your desk.
- Takes requests on WhatsApp and turns them into a request with quantity, specification and date.
- Asks three suppliers from your list for quotes and collects the replies.
- Builds the comparison with price (with and without VAT), delivery time and payment terms.
- Drafts the purchase order (PO) in your ERP for whoever holds the signing level.
- Follows the delivery with the supplier and tells the requester when it arrives or slips.
02 · How it works
Step by step.
- 01
Understands
Takes the request on WhatsApp and confirms with the requester what, how much and by when.
- 02
Compares
Asks for three quotes and builds the comparison with price, lead time and terms.
- 03
Drafts the PO
Leaves the purchase order as a draft and hands it to whoever holds the signing level.
03 · Approvals
What goes out alone and what goes through a person.
It starts supervised: everything goes first to whoever holds the signing level, from the quote to the PO. With evidence, it moves to by exception: asking for quotes and building the comparison go out on their own, and the PO is still approved by whoever is responsible, with two approvals if the supplier is new. It never pays or signs contracts: a person does that with their own credentials.
The four modes04 · Connects to
The tools you already use.
- SAP Business One
- Other ERPs (file)
- Spreadsheets
- Google Drive
05 · Hours given back
What it is worth, in hours and dollars.
Example: with 40 purchases a month and 45 minutes per purchase to ask for three quotes, compare them and draft the PO by hand, it gives back 30 hours a month (40 × 45 = 1,800 minutes). At your team’s loaded cost, your dashboard shows it in US$.
06 · Questions
About this coworker.
Can it issue a PO without anyone approving it?
No. It leaves the PO as a draft and whoever holds the signing level approves it. If the supplier is new, two approvals are needed.
How does it pick the three suppliers?
It takes them from your supplier list and your past purchases. You define who it may ask for quotes.
What if there is only one supplier for that item?
It flags it in the comparison and still asks for approval, with the reason in plain sight. It does not invent alternatives.
07 · Operations
Works well with
Let's start with one task.
Tell us what your back office keeps chasing today. If it fits, we try it first in your company, on your number and under your rules.