Starting point
Purchasing & inventory
Trigger reorders automatically at minimum stock
Every item that drops below its reorder point is automatically turned into a purchase proposal. Purchasing only reviews exceptional cases and approves, instead of reconciling stock lists and open orders by hand.
Process architecture
From reorder point to a released order.
The chain reads stock levels and master data from the ERP, calculates the reorder quantity and checks it against the agreed rules. Standard cases are created directly as purchase proposals; exceptional cases go to purchasing and return to the same flow after approval.
01Input
Stock & context
The shortage is detected and enriched with master data, supplier and open orders.
2 Steps
02Process
Calculation & approval
The reorder quantity is calculated, checked against the rules and exceptional cases are prepared for purchasing.
4 Steps
03Output
Order & record
The purchase proposal is created in the ERP, the order is released and the case is documented.
3 Steps
Source01Report the shortage
A scheduled run in the ERP detects that an item has dropped below its reorder point and starts the case with the item and its stock level.Details
Report the shortage
A scheduled run in the ERP detects that an item has dropped below its reorder point and starts the case with the item and its stock level.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load master data and open orders
Data02Load master data and open orders
Item master data, the supplier, the replenishment method and any open orders are attached to the case.Details
Load master data and open orders
Item master data, the supplier, the replenishment method and any open orders are attached to the case.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Calculate the reorder quantity
Action03Calculate the reorder quantity
Reorder point, consumption and lead time produce a proposed quantity, complemented by the recognisable demand pattern.Details
Calculate the reorder quantity
Reorder point, consumption and lead time produce a proposed quantity, complemented by the recognisable demand pattern.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the ordering rules
Decision04Check the ordering rules
Stock, open orders and order value are checked against the agreed limits instead of a decision by eye.Details
Check the ordering rules
Stock, open orders and order value are checked against the agreed limits instead of a decision by eye.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Create the purchase proposalStandard case
- Approve the exceptional caseExceptional case
- Record the caseAlready on order
Approval05Approve the exceptional case
If the proposal falls outside the rules or a supplier is missing, purchasing decides on the basis of the case.Details
Approve the exceptional case
If the proposal falls outside the rules or a supplier is missing, purchasing decides on the basis of the case.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Create the purchase proposalAfter approval
System06Create the purchase proposal
The approved proposal is created in the system of record with supplier and quantity.Details
Create the purchase proposal
The approved proposal is created in the system of record with supplier and quantity.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Release the order
Result07Release the order
The order is handed to the supplier and appears as an open entry in the system of record.Details
Release the order
The order is handed to the supplier and appears as an open entry in the system of record.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform purchasing
- Record the case
Result08Inform purchasing
The responsible person receives the status with item, supplier and order value.Details
Inform purchasing
The responsible person receives the status with item, supplier and order value.
Interfaces
- Power BI API
- Teams Webhook
Result09Record the case
Shortage, calculation, decision and approval are archived and stay linked to the item.Details
Record the case
Shortage, calculation, decision and approval are archived and stay linked to the item.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Interfaces and apps working together.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Microsoft Dynamics 365 Business Central API
Reads stock, reorder points and open orders from the system of record and creates the purchase proposal.
- Interfaces in use
Azure OpenAI Service
Classifies the demand pattern of the item and proposes the reorder quantity.
- Interfaces in use
Microsoft Power Automate
Drives the flow from the trigger to the creation of the proposal, with retry and a failure path.
- Interfaces in use
Microsoft Teams Adaptive Cards
Presents exceptional cases to purchasing for approval, with item, supplier and order value.
- Interfaces in use
Microsoft Power BI REST API
Feeds the data for reporting on replenishment to management.
- Possible apps & platforms
Microsoft Dynamics 365 Business Central
System of record for stock, purchasing and orders.
- Possible apps & platforms
Microsoft Teams
Working surface for approvals and questions inside purchasing.
- Possible apps & platforms
Microsoft Outlook
Notification for released orders and exceptional cases.
- Possible apps & platforms
Microsoft Power BI
Overview of replenishment, open proposals and stock values.
- Possible apps & platforms
Microsoft SharePoint
Storage for the documents of each ordering case.
Implementation in context
Robust in everyday use.
The process replaces no system, it uses the existing ERP: stock, items, suppliers and open orders stay where they are maintained today. New is only the path between the shortage and the purchase proposal.
Decisions are rule-based where the rules are unambiguous and human where they are not. The company sets the limits itself and can change them without touching the chain; both paths are documented on the case.
Data stays inside the company environment. The model receives the demand pattern of the item, not the customer or cost base; the calculation itself runs against the master data of the ERP.
If a run or an interface is unavailable, no shortage is lost: a reconciliation picks up missed events, and every case carries a unique identifier so the same item is never ordered twice.
Target picture
Every item drops below its reorder point at most until the next run before a purchase proposal exists. Purchasing only decides where the rules are not clear-cut, and each decision is documented together with its basis.
Expected benefits
- Every drop below the reorder point leads to a purchase proposal without a manual trigger.
- Purchasing works on exceptional cases instead of routine stock lists.
- Open orders are considered before every new proposal, so duplicate orders are ruled out.
- Every decision carries its basis and its approver.
- The state of stock, proposals and orders can be evaluated at any time.
Prerequisites to start
- 01Microsoft Dynamics 365 Business Central with maintained item master data, suppliers and reorder points
- 02An access with permission to read stock and create purchase proposals
- 03A defined replenishment method per item or item group
- 04One named person in purchasing to approve exceptional cases
- 05A decision on the limits above which a proposal goes to approval instead of being created directly
More use cases
Matching solutions from your industry
Email & intake channels
Understand and route incoming messages automatically
AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.
Faster response times, consistent ownership and a traceable status from the first customer contact.
- Microsoft Graph / Gmail API
- CRM- oder Ticket-API
- Webhook / REST
- Outlook & Microsoft Teams
Sales & quoting
Turn customer inquiries into finished quotes automatically
Every customer inquiry from the shared mailbox and the web form is extracted, priced against the item master and the agreed terms, and sent as a complete quote. Only unmatched lines or discounts outside the rules reach inside sales; everything else leaves the company the same day.
Every inquiry leads to a complete quote with a number, line items and a validity period on the same day. Inside sales only decides where the match is missing or the price leaves the agreed rules, and each of those decisions stays on the case with its basis.
- Microsoft Graph / Gmail API
- Azure AI Document Intelligence / Google Document AI
- Azure OpenAI Service / Vertex AI / Ollama
- ERP REST / OData / Google Sheets API
Finance and receivables
Send payment reminders from overdue invoices automatically
Every overdue open item from Microsoft Dynamics 365 Business Central, DATEV or the line-of-business system is checked against due date, grace period and reminder level and sent as a payment reminder through Microsoft Outlook or Gmail. Only blocked customers, missing recipients and amounts outside the agreed level go to finance; everything else leaves the same day.
Every overdue open item receives the next allowed reminder from the stored template as soon as due date and grace period are met. Only blocked customers, missing recipient addresses and amounts outside the agreed level reach finance as a case ready for a decision. Send, reminder level and record sit in the system of record, not in a private list.
- Microsoft Graph API
- Gmail API
- REST API
- Webhook
Accounting & invoicing
Create and send compliant e-invoices automatically
Every approved outgoing invoice is turned into a structured e-invoice in XRechnung or ZUGFeRD format, checked for mandatory data and sent over the agreed channel. Only invoices with incomplete or conflicting details reach the accounting team first; everything else leaves the company in the same run.
Every approved invoice is created, checked and sent as a compliant e-invoice over the agreed channel in the same run. Accounting only corrects incomplete or conflicting details, and every sent version is archived audit-safe together with its proof of sending.
- REST API
- ZUGFeRD und XRechnung
- Microsoft Graph API
- Gmail API
Finance & documents
Validate and post incoming invoices
Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.
Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.
- ERP REST / OData / IDoc
- E-Mail, Peppol oder Upload
- DMS- und Archiv-API
- Azure AI Document Intelligence
Complaints & returns
Automate Complaint and Returns Handling
Every complaint from the mailbox and the web form is linked to its order and checked against photos and the reported defect. Only cases outside the agreed deadlines or approval limits reach quality assurance or sales management; everything else gets its decision the same day.
Every complaint is linked to an order on the day it arrives and checked against the same rules. Quality assurance and sales management only decide where the deadline, the defect, or the value falls outside the set limits, and each of those decisions is documented together with its basis.
- REST API
- Webhook
- Ollama
- DocuWare REST API
Your next step
Which process costs your team unnecessary time every day?
Give us a short outline. We will tell you honestly where automation is useful—and where it is not.
