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Automating Procurement, Demand Planning and Supplier Invoice verification in SYSPRO for a Canadian Electrical Lighting Manufacturer and Distributor
The Intelligent Digital Workers (IDWs) Analyze Live Demand, Recommend and Create Purchase Orders, and Verify Supplier Invoices Through a Three-Way Match
Client Overview
A company engaged in the electrical distribution market that provides commercial and industrial lighting products. The procurement team manages inventory replenishment, supplier purchasing, and product availability across multiple warehouses throughout North America. Buyers manually analyze demand and create purchase orders to keep inventory aligned with customer demand.
The Challenge
The IDW Solution
Intelligent automation across the entire workflow
1 Demand Analysis and Reorder Recommendations
The IDW retrieves the live usage report from Tableau, the procurement team's analytics platform, and analyzes the product catalogue item by item, analyzing demand variability of each product. It compares current stock, open purchase orders, and backorders against target levels, identifies what needs replenishing before suppliers run short, and generates replenishment recommendations and purchase order quantities for buyer approval.
2 Buyer Review Through an Approval Portal
The IDW publishes its recommendations into a custom-built approval portal, where buyers can review, adjust, and approve replenishment quantities by SKU. The portal tracks approval status across thousands of lines per batch, archives each day's review for full audit, and returns the approved set to the IDW for downstream purchase order creation.
3 Purchase Order Creation and Supplier Invoice Verification
Once a buyer approves the recommendations, the IDW creates approved purchase orders for each supplier directly in SYSPRO and saves the documents automatically. When shipments arrive, it monitors the shared drive for new container folders, opens each commercial invoice, retrieves the live purchase-order data, and performs an automated three-way invoice match on SKU, quantity, and unit price. Clean invoices are approved automatically; any variance is escalated to the buyer instantly, so every container is verified without manual line-by-line checking.
Visual Process Breakdown
Smart Validation Logic
Replenishment Detection
Compares inventory, open purchase orders, and backorders against target inventory levels to identify replenishment needs.
Quantity Recommendation
Calculates replenishment quantities by SKU and supplier for buyer approval.
Demand Volatility Tiering
Measures demand variability (using a coefficient-of-variance calculation per SKU) and assigns inventory stocking targets based on historical usage patterns to improve replenishment recommendations.
Purchase Order Accuracy
Creates purchase orders accurately in SYSPRO using approved replenishment recommendations.
Three-way Invoice Match
Performs a three-way match across the supplier invoice, purchase order, and SYSPRO before approval, escalating any discrepancies.
Variance Escalation
Escalates pricing, quantity, or item code discrepancies to buyers with full supporting context.
Systems & Integrations
Business Outcomes
Want to learn about more Intelligent Digital Worker applications across supply chain and procurement operations?
This solution is ideal for manufacturers, distributors, industrial suppliers and wholesalers managing large product catalogues, inventory replenishment, purchase order processing, and supplier invoice verification across ERP systems with complex purchasing workflows.