The source
What comes in
- Approved request and supplier quote
- Vendor and item records
- Delivery location and approval rules
Purchase order automation agent The request is approved.
The request is approved.
The PO still needs typing.
LaunchAI reads the approved request and quote, prepares the purchase order in your ERP and checks every line against its source.
The job in one minute
What the agent takes off your desk.
Purchase order automation turns an approved buying request into an order with the right supplier, item, quantity, price and delivery terms. LaunchAI can carry out the screen work in your purchasing applications, check the draft against its source and route exceptions to the buyer before an order is released.
The finish
What comes out
A checked PO draft, source attachments and a clear release decision.
Your rules
Who owns the decision
The buyer and the responsible team keep commercial, qualification and financial authority. The agent does the permitted work and brings exceptions to their owner.
See it run
Watch the agent work through it.
In this conceptual walkthrough, an AI agent reads two material requisitions under policy BUY-03: Rosa Delgado's for job 2241 (phase 23-3100 Ductwork, category M, need 11/10/2026 at Gate 2) and Tom Whitaker's for job 2258 (phase 23-0719 HVAC insulation, need 11/12/2026 at the loading dock), both from Tri-County HVAC Supply. It signs in through single sign-on and keys a PO for job 2241 with job, phase and category on every line (total 1,126.80), then starts a separate PO for job 2258 rather than adding it to the first (total 3,235.80). The budget check shows 7,350.00 remaining on 2241 / 23-3100 / M but only 2,680.00 on 2258 / 23-0719 / M, 555.80 short. The agent saves PO-2241-0087 as Open and PO-2258-0031 On Hold, verifies both by reopening them, and asks project manager pm03, who keeps the hold until change order CO-07 is executed. It writes an evidence log and sends both foremen a status note copied to pm03.
Conceptual walkthrough with sample data. Screens are generic stand-ins modeled on the named system, not its own interface; workflow and screens vary by ERP.
- Construction · Acumatica Construction EditionHow to Turn an Approved Submittal into a Material PO in Acumatica Construction Edition7:42
- Manufacturing · Microsoft Dynamics 365 Business CentralHow to Compare Vendor Quotes and Create a PO in Business Central7:08
- Manufacturing · Oracle NetSuiteHow to Create, Approve and Track a Partially Confirmed PO in Oracle NetSuite7:04
- Manufacturing · Infor CloudSuite DistributionHow to Turn Purchase Recommendations into a Vendor PO in Infor CloudSuite Distribution7:51
- S04 · short · 1:23Ambiguous ERP save → verify, don’t duplicate
At the buyer’s desk
The work is spread across several windows.
The approval is in one window. The supplier quote is in another. Your buyer still has to find the vendor, convert the pack size, copy the price and attach the right document. Then somebody checks it all again before the PO goes out.
A request may be approved in one system while the quote, delivery address and part revision live elsewhere. Copying those values into an ERP creates a second opportunity for error. Automating entry is useful only when the workflow also knows which request is authoritative, whether an order already exists and who can commit the spend.
How the agent does it
Same screens. Your rules. A checked result.
LaunchAI follows the purchasing task through your existing applications. Each step has a source to read, a rule to apply or an outcome to check.
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Read the approved request
Identify the request ID, buyer, supplier and approved amount. Stop if the approval or required item specification is missing.
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Match the ERP records
Resolve supplier and item identifiers, units of measure and ship-to location. Check for an existing order against the same request.
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Prepare the order
Enter the lines and attach the quote. Compare totals, freight, dates and terms with the approved source.
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Release through your rules
Use the existing approval path. Record the resulting PO number and send only through an authorized supplier communication step.
The detail that changes the job
What gets caught before the next step.
An approved request covers 200 brackets. The quote prices boxes of 50, while the ERP buys individual pieces.
Move the divider to see how the starting information becomes a checked outcome. The complete fields are in the table below.
| Field | Starting information | Checked outcome |
|---|---|---|
| Quantity | 4 boxes in quote | 200 pieces in ERP |
| Price | Price per box | Converted price per piece |
| Release | Approval attached to request | PO references the same approval |
Worked example, not a customer result. Values and documents illustrate what to test.
Exact rules. Context. A person where needed.
The exception has somewhere to go.
The agent needs to recognize the point where the next action depends on missing information or another person’s authority.
- A unit conversion changes the extended cost.
- An existing PO already references the request, or approval has expired.
Define the allowed fields and actions in your software. A draft, an external commitment and an approved payment are different steps.
Show the working
Measure the work that actually gets done.
Agree on the baseline and the finish before the pilot. Count review and exception work as well as completed transactions.
Measure 01
Minutes from approved request to checked draft
Measure 02
Duplicate orders prevented
Measure 03
Drafts returned for correction
The practical questions
What buyers ask.
Does this replace purchase order software?
No. Your ERP or purchasing tool remains the order record. The agent performs the approved work across its screens and source documents.
Can purchase orders be sent automatically?
Only within configured authority. A pilot should separate draft creation, approval and external dispatch so the buyer can validate each permission.
Your applications. Your purchasing rules.
See the work happen on your screens.
We’ll scope the input, the saved output and the exception that needs your team.