Automated purchase order creation and dispatch

Purpose

1.1. Automate the creation, population, approval, and dispatch of purchase orders to suppliers when stock thresholds are met, ensuring timely replenishment, minimizing manual errors, maintaining accounting records, and notifying relevant stakeholders for every procurement event.
1.2. Synchronize data between inventory, sales, and supplier management platforms to seamlessly execute purchase order workflows.
1.3. Enable real-time oversight and audit trails for procurement actions, document handling, and communication to vendors.

Trigger Conditions

2.1. Inventory level drops below predefined reorder points for specific SKUs.
2.2. Scheduled stock assessments (e.g., nightly batch jobs).
2.3. Manual action by authorized staff in inventory or POS system.
2.4. Receipt of a large customer order that creates a predicted stock deficit.

Platform Variants

3.1. Shopify Admin API
• Function: Inventory Level Webhook — configure to fire when inventory updates drop below reorder value; sample: webhook POST event for inventory_levels/update.

3.2. QuickBooks Online API
• Feature: Purchase Orders endpoint — create and submit purchase orders with vendor and SKU details; POST /v3/company/{companyId}/purchaseorder.

3.3. Microsoft Dynamics 365 Supply Chain
• Function: Purchase Order Automation with 'Procurement and Sourcing' module — use Power Automate for trigger automation based on inventory records.

3.4. Oracle NetSuite
• Feature: SuiteScript RESTlet for purchase order creation — configure to POST vendor and item data when stock dips below minimums.

3.5. SAP Business One
• Function: Service Layer API — trigger POST /PurchaseOrders after stock count event.

3.6. Zoho Inventory
• Feature: Automated Purchase Order — trigger creation via Workflow Rules when item stock reaches minimum; configure via Zoho Flow integration.

3.7. Odoo ERP
• Setting: Reordering Rules — automatic generation of purchase orders through scheduled automation rules on stock moves.

3.8. Xero
• API: PurchaseOrders endpoint — create and send purchase orders with POST /api.xro/2.0/PurchaseOrders.

3.9. Fishbowl Inventory
• Module: Automatic Reorder — enable triggers on part levels for PO generation; integrates with vendor emails.

3.10. Brightpearl
• Integration: Automated dropship or PO raising through Inventory module; trigger on product threshold via Brightpearl API.

3.11. Finale Inventory
• API: Automation on inventory alert — configure webhook to initiate PO through the Finale Inventory API PO endpoint.

3.12. SAGE 200cloud
• Feature: Auto-generation of purchase orders using Stock Control module's minimum stock alerts workflow.

3.13. Unleashed Software
• API: Automated Purchase Order generation via POST /PurchaseOrder endpoint; set to trigger on 'Low Inventory Report'.

3.14. Square Retail
• Setting: Inventory Alerts — configure reorder notifications and use 3rd-party automation to POST to a PO creation endpoint.

3.15. Lightspeed Retail
• Setting: Vendor Reorder Levels — enable automatic PO issuance when inventory hits vendor-defined thresholds; supports REST API.

3.16. SendGrid
• Email API: Dynamic email dispatch of POs to supplier contacts — configure Template and API key with sender authorization.

3.17. DocuSign
• Function: API-triggered PO signature workflow; POST PO document to signature envelope for approval routing.

3.18. Slack
• Feature: Incoming Webhooks — notify procurement and management channels of automatic PO creation with formatted message.

3.19. Google Sheets
• Script: Google Apps Script triggers to create a new PO entry and email dispatch via Gmail API when stock is low.

3.20. AWS Lambda
• Function: Serverless execution to generate and email PDFs of POs to vendors based on S3 inventory records.

3.21. Monday.com
• Automation: Trigger workflow to create item in 'Purchase Order' board and send vendor email when inventory pulses are activated.

3.22. Trello
• Power-Up: Custom automation to add a new 'PO Card' to the Purchasing list and email vendor with card details.

3.23. Airtable
• Automation: Script block to create PO record and trigger outbound email automation when item count falls.

3.24. Mailgun
• API: Trigger automated, template-based PO emails to vendors via POST /messages for confirmed PO records.

3.25. Smartsheet
• Automation: Workflow to auto-generate PO sheets and email to vendor upon inventory rule breach.

Benefits

4.1. Ensures timely stock replenishment for critical items without human lag.
4.2. Eliminates manual errors from repetitive PO data entry and routing.
4.3. Provides auditability for every PO event (creation, approval, dispatch).
4.4. Integrates communication, documentation, and accounting in one streamlined process.
4.5. Frees staff for exception management and high-value activities.
4.6. Reduces out-of-stock events, supporting consistent sales and customer satisfaction.