Bulk purchase requests
Create Bulk Spot Purchases is designed to load a large number of PRs or items all at once, when you don't have your ERP connected to Sourced. You upload a file and a wizard guides you through validation, AI categorization and smart consolidation before launching.
The input file
The input can be CSV or TXT. We recommend downloading the template the system provides: it reduces errors and ensures the wizard detects the items correctly. The more complete the descriptions, the better the automatic categorization and the fewer corrections afterward.
Required fields:
External request number: this is the identifier the system uses to group lines into PRs. Its behavior depends on whether smart consolidation is on or off (see below).
Item description.
Quantity.
Unit of measure.
Comments (optional).
Wizard steps
File upload: you upload your CSV or TXT. The system detects the items, how they group into PRs and flags formatting errors (the decimal separator is configured per organization).
Validation: you review the preview with the detected items and PRs; you fix whatever is flagged.
Categorization: the AI classifies each item in the category tree. You can adjust by hand anything that doesn't fit.
Smart consolidation: you define how the lines group into PRs (see below).
Supplier selection and attachments: you confirm the suppliers proposed for each package and attach the files that will be sent with the order. With the global settings you define, all at once, the delivery address, the deadline and other parameters common to the whole batch.
Final review: a carousel shows you each assembled PR for the final OK.
Launch: the PRs are created and the quotations are sent. The batch's progress is shown while it processes.
Smart consolidation
This option defines how the file's lines group into PRs. It comes turned off by default, but we recommend turning it on.
Off: the system consolidates by the request number you put in the file. For example, if you upload three lines and two share the same number and the third has a different one, two spot purchases are created: one with two lines and another with one.
On: the AI interprets the concept of each line and builds the packages by product family or category, mixing or separating as appropriate. For example, if the file mixes electrical materials and hardware, it builds two packages (one for electrical and one for hardware), each with its own suppliers and its own process.
Delivery address and ownership
The batch accepts a single delivery address for all the items in the file. If you need two different addresses, upload two separate batches.
All the PRs in the batch are registered under the name of the user who uploaded it.
Once the batch is launched, each PR follows the normal flow: you find them in the PR History and the comparisons appear in Pending Awards as responses come in.