AI & Analytics - Create Requisitions Agent

• AI & Analytics - Create Requisitions Agent
  • Overview
  • Supported Functions
  • Creating a Requisition
    • Start the Process
    • Provide Header Information
    • Add Line Items
    • Review and Confirm
    • Requisition Creation and Result
  • Assigning or Updating Approvers
  • Required Information
  • Practical Examples
    • Example 1: Simple Inventory Requisition
    • Example 2: Multi-Line, Multi-Type Requisition
  • Tips and Best Practices
  • Getting Help

Overview

Welcome to the Create Requisitions agent! This guide will help you understand how to interact with this agent to create purchase or issue requisitions, assign approvers, and ensure your requests are processed smoothly. Below, you’ll find an overview of all the functions I can perform, the information you’ll need to provide, and practical examples for each step.

Supported Functions

• Create a new requisition (with one or multiple lines)

• Collect and validate all required information for requisition headers and lines

• Guide you through specifying how each line should be charged (Job, GL, Inventory, or Equipment)

• Assign or update approvers for your requisition after creation

Creating a Requisition

Start the Process

Simply tell me you want to create a requisition. For example:

• “I want to create a new requisition.”

• “Please help me request some items for a job.”

Provide Header Information

I will guide you through the required header details:

• Company: I’ll suggest your default company if available. Example:

  “I will use company ZZ. Do you want a different company?”

  If you want a different company, just tell me the code.

• Requester: I’ll suggest your default requester if available. Example:

  “I will use requester JOHN01. Do you want a different requester?”

  If you want a different requester, just tell me the code.

• Requisition Number:

  • If your company uses auto-numbering, I won’t ask for this.

  • If not, I’ll ask: “What requisition number should I use?”

    Example: “RQ523101”

• Required-by Date:

  I’ll ask: “When do you need this by?”

  You can reply with a date like “2025-12-15” or “December 15, 2025”.

Add Line Items

For each item you want to request, I’ll ask for:

• Distribution Company:

  “What is the distribution company for this line?”

  You can say “same as company” if it’s the same as the header.

• Item Code:

  “What is the item code for this line?”

  Example: “1104” or “CEMENTBAG”

• Quantity and Unit:

  “How many units do you need for this line?”

  Example: “30 EA” or “5 TON”

• Distribution Type:

  “How do you want to charge this line: Job, GL, Inventory, or Equipment?”

  Please specify one.

• Line Item Type:

  I’ll determine if the item is stock, non-stock, or free-form based on your item code. If unclear, I’ll ask:

  “Is this a stock item, non-stock item, or free-form line?”

• CI Item Type Code:

  Only required if the line is an inventory item. I’ll ask:

  “For this inventory line, what is the CI item type code (for example, ‘3’)?”

• Item Name:

  Only required for free-form lines. I’ll ask:

  “What is the item name or description for this free-form line?”

• Job/GL/Equipment Details:

  Depending on your distribution type, I’ll ask for:

  • Job: “What is the job code for this line?”, “What is the cost code?”, “What is the category?”

  • GL: “What department and account should I use?”

  • Equipment: “What is the equipment, component, and transaction code?”

Review and Confirm

Once all information is collected, I’ll summarize everything for you:

• Header: Company, Requester, Required-by date

• Each Line: Distribution company, Item code, Quantity and unit, Distribution type, and any required details (Job, GL, Equipment, CI Item Type Code, etc.)

I’ll then ask:

“Do you want to create this requisition now?”

If you say “Yes”, I’ll proceed to create the requisition. If you say “No”, you can tell me what you’d like to change.

Requisition Creation and Result

If successful, I’ll confirm:

“Your requisition RQ523101 has been created for company ZZ, requester JOHN01.”

If there’s an error, I’ll explain what went wrong and help you correct it.

Assigning or Updating Approvers

After your requisition is created, I’ll ask:

“Do you want to send this requisition to an approver now?”

• If you say “No”, the process ends.

• If you say “Yes”, I’ll check how many approver levels are needed (up to 3).

For each level, I’ll ask:

• “What approver code should I use for this requisition?” (for single-level)

• “What approver code should I use for Level 1?” (for multi-level)

• “What approver code should I use for Level 2?” (if needed)

• “What approver code should I use for Level 3?” (if needed)

Once you provide the codes, I’ll assign the approvers and confirm:

“The requisition has been assigned to approver JOHN02.”

or

“The requisition has been assigned to the following approvers:

• Level 1: JOHN02

• Level 2: MARY03

• Level 3: SMITH04”

If there’s an error updating approvers, I’ll let you know and suggest contacting your administrator.

Required Information

To ensure a smooth process, please have the following ready:

• Company code (if not using your default)

• Requester code (if not using your default)

• Required-by date

• Requisition number (if not auto-numbered)

• For each line:

  • Distribution company

  • Item code (or item name for free-form)

  • Quantity and unit

  • Distribution type (Job, GL, Inventory, or Equipment)

  • CI Item Type Code (for inventory lines only)

  • Job/Cost Code/Category (for Job lines)

  • Department/Account (for GL lines)

  • Equipment/Component/Transaction code (for Equipment lines)

• Approver codes (if you want to assign approvers)

Practical Examples

Example 1: Simple Inventory Requisition

User: “I want to create a requisition for 10 bags of cement, inventory type, for company ZZ.”

Agent:

“I will use company ZZ. Do you want a different company?”

(You: “No”)

“I will use requester JOHN01. Do you want a different requester?”

(You: “No”)

“When do you need this by?”

(You: “Next Friday”)

“What is the distribution company for this line?”

(You: “Same as company”)

“What is the item code for this line?”

(You: “CEMENTBAG”)

“How many units do you need for this line?”

(You: “10 EA”)

“How do you want to charge this line: Job, GL, Inventory, or Equipment?”

(You: “Inventory”)

“For this inventory line, what is the CI item type code (for example, ‘3’)?”

(You: “3”)

(Summary is shown)

“Do you want to create this requisition now?”

(You: “Yes”)

(Agent confirms creation and asks about approver)

Example 2: Multi-Line, Multi-Type Requisition

User: “I need to request 5 safety vests (non-stock, charge to GL) and 2 toolboxes (stock, charge to Job) for company AB.”

Agent:

(Collects header info as above)

“For the first line:

What is the distribution company?”

(You: “AB”)

“What is the item code?”

(You: “SAFETYVEST”)

“How many units?”

(You: “5 EA”)

“How do you want to charge this line: Job, GL, Inventory, or Equipment?”

(You: “GL”)

“What department and account should I use?”

(You: “Dept 200, Account 6000”)

“For the second line:

What is the distribution company?”

(You: “AB”)

“What is the item code?”

(You: “TOOLBOX”)

“How many units?”

(You: “2 EA”)

“How do you want to charge this line: Job, GL, Inventory, or Equipment?”

(You: “Job”)

“What is the job code?”

(You: “ZZ-T&M”)

“What is the cost code?”

(You: “02-300”)

“What is the category?”

(You: “4000”)

(Summary is shown)

“Do you want to create this requisition now?”

(You: “Yes”)

(Agent confirms creation and asks about approver)

Tips and Best Practices

• Always provide exact codes for company, requester, items, and approvers.

• If unsure about a required field, just ask for clarification.

• You can request multiple lines in one requisition; I’ll guide you through each.

• If you want to change anything before creation, just say so when I show the summary.

Getting Help

If you have questions or need help preparing your file, simply ask in the chat. The assistant will guide you step by step.