Does HublerX create PRs directly in the ERP, or does a planner need to approve first?

HublerX creates draft PRs in the ERP — visible to the buyer for review and approval before conversion to a PO. For high-confidence, routine replenishment scenarios within configured parameters, auto-approval can be enabled so the PR converts to a PO without a manual step. The default is buyer review.

How does HublerX determine the preferred supplier for auto-generated PRs?

HublerX reads the preferred supplier and source list from the ERP vendor master — the same source the planner would use manually. Where multiple approved suppliers exist for a material, the PR is raised against the preferred source; the buyer can switch to an alternate at approval time if needed.

Can PR trigger thresholds be set differently for different materials?

Yes. PR trigger thresholds are configured by material — based on safety stock levels, supplier lead time, and production criticality. A critical raw material with a 7-day lead time may trigger a PR when coverage drops below 14 days. A non-critical packaging material with a 2-day lead time may trigger at 5 days. Thresholds are maintained in HublerX and reviewed periodically.

What happens when a PR is raised but the preferred supplier cannot supply in time?

When a buyer reviews a PR and determines the preferred supplier cannot meet the required delivery date, HublerX surfaces the alternate approved suppliers for the material with their lead times. The buyer can switch the PR to an alternate supplier at approval time. If no approved supplier can meet the date, the shortage prevention workflow is triggered.

Purchase Requisition Automation

The Problem

MRP says raise a PR. The planner raises it two days later — after reviewing the report manually.

MRP output tells planners which materials need to be purchased and when. But the translation from MRP output to a raised purchase requisition is a manual step — the planner reviews the MRP exception report, assesses the requirement, and creates the PR in the ERP one by one. In operations with hundreds of active materials, this process takes hours and is never fully complete before the next MRP run makes the previous output obsolete.

The delay between an MRP gap being identified and a PR being raised is where procurement lead time is consumed. A material with a 5-day supplier lead time that has its PR raised 2 days late arrives 2 days after the production line needs it. The shortage was visible from the day the MRP ran. The response was 2 days slow.

Current Workaround

What most operations do today: Most operations today: the planner runs the MRP exception report each morning, filters for materials below safety stock or with confirmed shortage signals, and manually creates purchase requisitions in SAP for each one — checking the preferred supplier, the lead time, and the required quantity. For operations with 50–200 active raw materials, this process takes 1–3 hours. PRs raised late in the day may not reach the buyer in time for same-day ordering. Materials with longer lead times that are just entering the risk window are often deprioritised until the shortage becomes critical.

The HublerX Approach

A purchase requisition is a calculation — the required quantity minus available stock minus inbound coverage equals the PR quantity, and the required date minus supplier lead time equals the PR date. This calculation runs in seconds and does not require a planner to do it manually for every material every morning. HublerX generates PRs automatically from the live MRP position — raising them the moment a material crosses the configured trigger threshold, routing them to the buyer with the correct preferred supplier and quantity, and escalating overdue approvals without a manual chase.

How It Looks in HublerX

Live workflow view

PR Automation Board

11 PRs tracked today

PR RAISED4

Sunflower Oil — RM-0031PR-2026-2239 · 1,200 L · Adani WilmarAwaiting approvalHighRequired: 21 Jun · Lead time 3 days · Due today

Sugar — RM-0022PR-2026-2237 · 3,200 kg · Rajshri FoodsAwaiting approvalRequired: 23 Jun · Lead time 5 days · Due tomorrow

Cocoa Powder — RM-0078PR-2026-2235 · 800 kg · Barry CallebautAwaiting approvalRequired: 24 Jun · Lead time 7 days · Due today

BUYER REVIEW2

Milk Powder — RM-0067PR-2026-2233 · 960 kg · AmulUnder reviewHighNeha P reviewing · Price variance flagged

Palm Oil — RM-0041PR-2026-2231 · 2,400 L · ITCUnder reviewNeha P reviewing · Quantity adjustment

ESCALATED1

CONVERTED TO PO4

Salt — RM-0009PO-9031 raised · 1,600 kg · Tata ChemicalsPO raisedCoverage confirmed · WO-4441 protected

Butter — RM-0051PO-9029 raised · 480 kg · AmulPO raisedCoverage confirmed · WO-4443 protected

Oat Flour — RM-0094PO-9027 raised · 320 kg · PatanjaliPO raisedCoverage confirmed · WO-4445 protected

Corn Starch — RM-0061PO-9025 raised · 800 kg · RoquettePO raisedCoverage confirmed · WO-4447 protected

How HublerX Coordinates It

The step-by-step sequence

1
Live MRP position monitored continuously
HublerX maintains a live material requirements position — demand from confirmed work orders, available stock, and inbound PO coverage — updated whenever any input changes. PR trigger thresholds are evaluated continuously against this position, not once at the end of an overnight batch run.
Continuous · real time
2
PR trigger threshold breached
When a material's projected stock position falls below the configured PR trigger threshold — typically safety stock plus the quantity needed to cover the production plan through the supplier lead time — HublerX identifies the required PR quantity, the required delivery date, and the preferred supplier from the ERP vendor master.
On threshold breach · real time
3
Purchase requisition generated automatically
HublerX creates the purchase requisition in the ERP automatically — with the correct material code, quantity, required delivery date, preferred supplier, and cost centre. The PR is created as a draft pending buyer review, not submitted directly to the supplier.
Immediately on threshold breach
4
Buyer notified for review and approval
The responsible buyer receives the PR notification with the material, quantity, supplier, required date, and the MRP signal that triggered it — so the buyer understands why the PR was raised and can confirm or adjust before converting to a PO. PRs above a configured value threshold require a second approval.
On PR creation
5
Overdue PRs escalated automatically
Where a PR has not been approved or converted to a PO within the configured time window — accounting for the supplier lead time and the production requirement date — HublerX escalates the overdue PR to the procurement manager with the number of days remaining before the production shortage becomes critical.
On approval deadline breach
6
PR converted to PO and coverage confirmed
When the buyer approves the PR and converts it to a PO, HublerX updates the material coverage position in the live MRP — the projected stock now reflects the inbound PO. If the PO covers the requirement, the shortage alert is closed. If a partial PO is raised, the remaining gap stays open.
On PO creation