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Procurement Example use case

Materials for site, sent from the yard without the back-and-forth

A site lead asks for cement on WhatsApp. Ezro finds the item, asks once for the quantity, reads it back, checks the yard and sends the bags to site.

Channel
WhatsApp
Works in
ERPNext
Ended
Done by Ezro

The situation

Picture a small building contractor with three sites and one main yard. The site leads are not at a desk. They write to the office on WhatsApp between jobs: “We need cement for the slab on Thursday.” That message is not yet a material request. It has no quantity, no site, and no item code.

So someone in the office writes back with questions. How many bags? Which site? Is it the 50 kg bag? The answers arrive an hour later, buried in a long chat, and the transfer is typed into the system by hand. If the site lead changes the number after that, it is one more message to chase.

The procedure

Written once, in plain words. This is all Ezro was given.

Materials for site, sent from the yard without the back-and-forth Live

Steps 1–5

  1. 1

    When a site lead asks for materials, find the item in the item list, whatever words they use for it.

  2. 2

    A request that names no site is for the site that lead runs. Never ask for a cost code.

  3. 3

    IF

    The request does not say how many

    Ask once. Never guess a number.

  4. 4

    Say the request back in one line and ask them to confirm it.

    IF

    They change something

    Take the change and say it back again.

  5. 5

    Check the stock at the main yard.

    5a

    IF

    There is enough

    Raise a material transfer from the main yard to the site for the day they need it.

    5b

    ELSE

    Assign the shortfall to the purchasing lead with a summary. Choosing the supplier and the price is theirs.

What Ezro did

Each step from the run, with the record it read or wrote.

[ Run · WhatsApp ] Procurement

  1. Matched “cement” to the 50 kg bag ERPNext · Item CEM-425
  2. No site named, so set it to the site the lead runs. Asked once how many bags; the answer was 50
  3. Read it back: 50 bags to the site by Thursday. The site lead changed it to 60 bags, so Ezro read it back again and they confirmed
  4. Checked stock at the main yard: 80 bags on hand ERPNext · Bin CEM-425, Main yard
  5. Raised a transfer of 60 bags from the main yard to the site for Thursday ERPNext · Material Transfer MAT-STE-0138
  6. Told the site lead the 60 bags go to the site on Thursday

Done by Ezro

Request confirmed and a transfer of 60 bags raised from the main yard to the site for Thursday.

Why a procedure works here

The job has the same shape every time: find the item, fill the gaps, say it back, check the yard, send the stock. A site lead should never have to know an item code or a cost code, and with a written procedure they do not. Ezro asks only for what is missing, and only once.

The purchasing lead stays in charge of the decisions that cost money. When the yard is short, which supplier and at what price stay with them, and Ezro assigns the shortfall to them with a summary. The item list, stock and transfers are connected from ERPNext during setup, where you say which actions Ezro may take.