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Purchase Order Management

Create, modify, track, and close purchase orders with receiving, invoicing, and payment integration

Complexity: Moderate | Duration: 15-30m | Category: Operations/Process

Tags: #purchase-orders #procurement #receiving #accounts-payable #3-way-match

Workflow Diagram​

Steps​

Step 1: PO Creation​

Agent: purchasing

agent - Generate PO from approved requisition or direct

Step 2: Terms Negotiation​

Agent: purchasing

agent - Confirm pricing, delivery, payment terms with vendor

Step 3: Budget Encumbrance​

Agent: budget

controller - Reserve budget amount for PO

Step 4: PO Approval​

Agent: procurement

manager - Approve PO if required by policy

Step 5: Vendor Transmission​

Agent: purchasing

agent - Send PO via email, EDI, or vendor portal

Step 6: Order Acknowledgment​

Agent: vendor

manager - Receive and validate vendor confirmation

Step 7: Delivery Tracking​

Agent: purchasing

agent - Monitor delivery status and follow up

Step 8: Goods Receipt​

Agent: receiving

clerk - Inspect, count, and record receipt in ERP

Step 9: 3​

Agent: Way Match

accounts-payable - Match PO, receipt, and invoice for payment

Step 10: PO Closure​

Agent: purchasing

agent - Close PO when fully received and paid

Usage​

To execute this workflow:

/workflow operations/process/purchase-order-management.workflow

See other workflows in this category for related automation patterns.