AI-Based Procurment Automation for F&B | ERP Oracle Netsuite

Project Title: AI-Enabled Procurement Automation with WhatsApp and Oracle NetSuite We are seeking an experienced freelancer or development team to design, develop and deploy an end-to-end procurement automation solution for an F&B / hospitality environment. The solution should automate the procurement cycle from request creation through approval, Purchase Order creation in Oracle NetSuite, goods receipt, GRN / Item Receipt creation, variance reporting, notifications and audit trail. Core Workflow WhatsApp Request → AI Extraction → Item Matching → User Confirmation → Cut-Off Validation → Request Consolidation → Approval → NetSuite PO Creation → Goods Receipt → GRN / Item Receipt → PO vs GRN Variance → Management Reporting Scope of Work 1. WhatsApp Procurement Requests Authorized users should submit purchase requirements using: • Text messages • Voice notes • Images Each mobile number must link to a registered user, branch and business unit. 2. AI Request Extraction The system should extract: • Item • Quantity • Unit of measure • Delivery date where provided • Business unit • Requester • Instructions Voice notes require speech-to-text processing. Images require OCR / AI document understanding. 3. NetSuite Item Matching Extracted items must match against the Oracle NetSuite Item Master. Matching should support: • Exact item descriptions • Partial descriptions • Abbreviations • Spelling errors • Common kitchen terminology • Item aliases The system should use confidence scoring. Low-confidence or multiple matches must require user confirmation. 4. WhatsApp Confirmation The system should send interpreted items back to the requester. Example: Fresh Tomato, 20 KG Chicken Breast, 15 KG Options: Confirm Edit Cancel Only confirmed requests should proceed. 5. Master Data The solution should manage or synchronize: • Users • Phone numbers • Business units • Branches • Delivery addresses • Cut-off times • Suppliers • Item mappings • Approval hierarchy 6. Cut-Off Validation Each business unit should have a configurable procurement cut-off time. Requests received before cut-off enter the current procurement cycle. Requests received after cut-off move automatically to the next cycle. The requester should receive a WhatsApp notification. 7. Request Consolidation At cut-off time, confirmed requests should be consolidated based on: • Supplier • Business unit • Item • Delivery location • Delivery date Original branch quantities must remain traceable. 8. Approval Workflow The system should support: • Single or multi-level approvals • Approval by value • Approval by business unit • Approval limits • Approve • Reject • Return for correction • Comments • Escalations • Full approval history 9. Oracle NetSuite Integration Direct NetSuite integration is mandatory. Required data and transactions include: • Item Master • Vendor Master • Subsidiary • Location • Department / Class where applicable • Purchase Orders • PO status • Item Receipts / GRNs 10. Automated PO Creation After approval, automatically create the Purchase Order in NetSuite. PO fields should include: • Entity / subsidiary • Supplier • Location • Items • Quantities • UOM • Rates where applicable • Delivery date • Request reference • Approval reference The NetSuite PO number and internal ID must return to the application. 11. Supplier Communication The solution should support automatic emailing of approved Purchase Orders to suppliers, including PO PDF attachment and communication history. 12. Goods Receipt At delivery, users should record: • PO number • Delivery note image • Invoice image where applicable • Received quantities • Damaged quantities • Rejected quantities • Comments AI should extract delivery details and match them against the relevant Purchase Order. 13. Receipt Confirmation Before posting the receipt, show: • Ordered quantity • Previously received quantity • Current received quantity • Remaining quantity • Variance User options: Confirm Edit Report Issue Reject 14. Automated GRN / Item Receipt After confirmation, automatically create the NetSuite Item Receipt / GRN. Capture: • NetSuite internal ID • GRN / Item Receipt number • Posting status • Errors Partial receipts must be supported. 15. PO vs GRN Variance Automatically identify: • Short deliveries • Excess deliveries • Missing items • Damaged quantity • Rejected quantity • Outstanding quantity Variance reporting should be available by branch, supplier, item and date. 16. Exception Management Create an exception queue for issues including: • Unknown WhatsApp number • Item not matched • Multiple item matches • Missing quantity • Missing supplier • NetSuite API error • PO creation failure • PO not found • Receipt above PO quantity • Duplicate request • GRN posting failure Authorized users should correct and retry failed transactions. 17. Dashboard Provide a web dashboard showing: • Requests • Pending confirmations • Pending approvals • Approved / rejected requests • POs created • Open POs • PO errors • Goods received • Pending GRNs • GRN errors • PO vs GRN variances • Exceptions Filters should include date, entity, branch, supplier, item, PO and status. 18. Management Reporting Automated reports should cover: • Procurement requests • Purchase Orders • Outstanding POs • Goods receipts • PO vs GRN variance • Exceptions • Branch performance • Supplier performance • Approval turnaround Notifications should support WhatsApp and email. 19. Audit Trail Maintain a complete audit history covering: Request → AI Extraction → Item Match → Confirmation → Cut-Off → Approval → PO → Receipt → GRN → Variance Audit data should include users, timestamps, changes, AI results, approvals, NetSuite references, errors and notifications. 20. Security Required controls: • Role-based access • Authorized WhatsApp numbers • Secure authentication • Secure API credentials • Encrypted communication • Activity logs • Error logs • Backup and recovery • Production access controls Required Deliverables • Functional specifi