Inventory & Supplies Management**Purpose**
1.2 Enforce budgetary, regulatory, and inventory controls by routing requests to relevant managers or veterinarians.
1.3 Ensure auditability and compliance by digitally tracking all steps, signatures, and time stamps.
1.4 Reduce costs due to over-ordering, shortages, lost paperwork, and non-compliance.
**Trigger Conditions**
2.2 Inventory stock falls below predefined threshold.
2.3 Recurring, scheduled ordering cycles (weekly/monthly).
2.4 Manual trigger by authorized staff for urgent needs.
**Platform Variants**
3.1 **SAP Business One**
- Feature/Setting: Configure purchase order workflow in “Approval Procedures”; link REST API to email notifications.
3.2 **Oracle NetSuite**
- Feature/Setting: Use SuiteFlow to set approval rules; expose SuiteTalk APIs for PO submission and status check.
3.3 **Zoho Inventory**
- Feature/Setting: “Workflow Rules” → Create PO approval sequence, custom function via Zoho Creator API.
3.4 **Microsoft Dynamics 365 Business Central**
- Feature/Setting: Enable “Approval Workflow Templates”, webhook to trigger external events for approvals.
3.5 **QuickBooks Online Advanced**
- Feature/Setting: “Custom Workflow” for PO approval; connect via QuickBooks API PO endpoints.
3.6 **Xero**
- Feature/Setting: Automated PO workflows in “ApprovalMax” (add-on), trigger via Xero API.
3.7 **SAP Ariba**
- Feature/Setting: Approval flow configuration in Ariba Procurement; API call for “Approval Documents”.
3.8 **Coupa**
- Feature/Setting: “Approval Chains”, configurable via Coupa REST API for procurement processes.
3.9 **ServiceNow**
- Feature/Setting: Configure “Flow Designer” for purchase request approvals, integrate using Table API.
3.10 **Slack**
- Feature/Setting: Send approval requests using Slack “Incoming Webhooks” and “Slash Commands” via API.
3.11 **Microsoft Teams**
- Feature/Setting: Use “Power Automate” connector for adaptive approval cards, trigger Teams Bot API.
3.12 **DocuSign**
- Feature/Setting: Automate digital signature collection for PO approvals via DocuSign eSignature API.
3.13 **Twilio SMS**
- Feature/Setting: Send SMS approval requests with action links via Twilio Messaging API.
3.14 **Gmail**
- Feature/Setting: Set up “App Script” triggers for approval emails, parse replies via Gmail API.
3.15 **Outlook 365**
- Feature/Setting: “Power Automate” for actionable email approvals, Outlook Mail API for status polling.
3.16 **Google Sheets**
- Feature/Setting: “App Script” triggers when new PO row added, Sheets API for programmatic status update.
3.17 **Airtable**
- Feature/Setting: “Automations” to send approval requests, REST API for PO status transitions.
3.18 **Monday.com**
- Feature/Setting: “Automations Center” for PO workflow, use Monday GraphQL API to move board items.
3.19 **Asana**
- Feature/Setting: Rule-based approval tasks triggered by new PO, approve/reject using Asana API.
3.20 **Trello**
- Feature/Setting: Set up Butler automation for PO list, Trello API to move cards across approval stages.
3.21 **SharePoint**
- Feature/Setting: Configure “Power Automate” for SharePoint list POs, SharePoint REST API.
3.22 **Jira**
- Feature/Setting: PO approval workflow using Jira “Automation Rules”, connect via Jira Cloud REST API.
**Benefits**
4.2 Full digital audit trail for compliance and traceability.
4.3 Role-based routing minimizes unauthorized purchases.
4.4 Spend control enforced with exception alerts.
4.5 Scalable, repeatable approval chain suitable for multi-branch veterinary practices.
4.6 Reduces human errors and manual follow up.