AI Procurement That Follows Your Factory’s Buying Rules
Use Optiwise AI for purchasing records and permitted actions. Map vendor scoring, invoice capture, material demand and approvals to your buying rules.
Optiwise AI supports procurement through connected vendor, material and purchase records, with natural-language queries and permitted actions. Configure the item data, scoring criteria, roles and approval workflow around the way your factory buys.
A production-critical insert, a routine consumable and a customer-specific casting can need different buying decisions. The AI needs the relevant item identity, requirement, supplier history and permissions to work with that context.
Map the task to its records and authority
| Task | Records it needs | Decision or action |
|---|---|---|
| Ask about supplier performance | Vendor delivery, price and quality history | Retrieve the relevant history for the buyer |
| Compare buying options | Same specification, unit, quantity and delivery basis | Compare recorded quotations without mixing unlike offers |
| Recommend a vendor | Configured evaluation criteria and supplier records | Explain the recommendation using the selected scoring basis |
| Capture an invoice photo | Readable source image and linked purchase context | Extract invoice data for review in the workflow |
| Act on a purchase task | Correct record, current state and user permissions | Execute the permitted action within the configured workflow |
Optiwise also supports multi-vendor RFQs, a vendor portal and rank-only bidding. These are specific sourcing workflows; choose the one that matches the purchase. Keep the selected quotation and the commercial approval attached to the order.
Define the rules in operating terms
Record who can raise an indent, who can change a purchase record, which decisions require approval and how an urgent exception is handled. Assign an owner for item units, supplier records and the scoring criteria. A rule such as “prefer reliable vendors” needs a defined delivery or quality measure before it can guide a consistent comparison.
Our no-code tools provide relational modules, forms, role-based views and event-driven automations. Use those controls to carry the fields and decisions your purchasing process needs. Keep configuration changes reviewed so an old rule does not remain active after a buying policy changes.
Test a missing unit and an overdue order
Illustrative quote check: one supplier offers a price per piece; another offers a price per box but omits the pack quantity. The offers cannot yet be compared on unit price. Record the missing conversion and resolve it before choosing the apparent cheaper offer. Do not let a plausible AI answer fill in an unknown pack size.
Illustrative material check: an open PO exists, but its revised delivery falls after the production requirement. The buyer and planner need that timing visible before treating the quantity as sufficient coverage. Netting demand against relevant existing supply is part of manufacturing planning; Frappe's production plan documentation provides a general primary reference for material requirements and planned supply.
Connect AI to the complete purchase workflow
In Optiwise purchasing, Smart Suggest calculates material action quantities from BOM demand, stock, open purchases and existing production. The purchase workflow follows the selected vendor and PO into GRN, inspection, accepted stock and returns. Our specialized AI agents let authorised users retrieve records and initiate supported actions in natural language.
Before widening use, test a valid purchase task, a missing field, a changed record and a user without the required permission. Inspect the resulting record and approval state. If another system participates, define that data exchange using the procurement integration checklist.
Questions from manufacturing teams
Does Optiwise AI only provide suggestions?
No. Our AI agents support queries and permitted actions on connected business records. The action remains subject to the user’s role and the configured workflow.
What information should we prepare for procurement AI?
Prepare item identities and units, current requirements, vendor history, comparable quotations, approval roles and the criteria used for supplier decisions.
Can invoice OCR replace the purchase approval?
No. Invoice-photo OCR captures information. The relevant commercial, quantity and approval checks still belong to the purchasing and finance workflow.
Show us one buying rule and its exception so we can walk through the corresponding Optiwise AI workflow.
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