Cerebra

Leading Construction company automated PO creation & Integrated procurement workflow

Client operates across 150+ distributed sites, each responsible for raising material requests and ensuring procurement execution. Their processes involve multiple stakeholders, decentralized operations and SAP as their core ERP system. To improve operational efficiency, Client aimed to streamline procurement and automate PO creation across all locations.

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Results & impact

Significant Time Savings

Eliminated manual PO creation at 150+ sites.
Reduced effort required from procurement & finance teams.

Real-Time End-to-End Tracking

Users can track every step- {Cart → Approval → PO → ERP acknowledgment}

Standardized Procurement Process

Unified catalog and structured workflows improved operational consistency and reduced errors

Improved Visibility

Management can now monitor { Site-wise procurement, Order volumes, Catalog utilization & PO statuses}

Reduced Manual Errors

Automation minimized data-entry mistakes and inconsistencies.

Resilient & Reliable Transactions

Integration failure logs ensure issues are visible early.

Business Challenge

Client's procurement operations were heavily manual and lacked unified visibility. Key challenges included:

1) Manual Ordering Across 150+ Sites

Each site manually created Purchase Orders in SAP.
This led to slower cycle times, inconsistencies and dependency on individual operators.

2) Fragmented Line-Item Catalogs

No standardized or unified catalog existed across locations.
Item descriptions, codes and pricing varied site by site.
Resulted in mismatched entries and approval delays.

3) Limited Procurement Spend Visibility

Management could not view consolidated procurement patterns across all sites.
No central dashboard for Site-level spend, Category-wise purchase trends, Order volumes & compliance and Pricing insights.

4) Asymmetric Information on Invoicing

Lack of transparency on invoice submission, processing and GRN updates.
Frequent delays and reconciliation challenges due to inconsistent data.

5) Business Requirement

Fully automated, integrated PO creation workflow triggered after cart approval.
Seamless SAP integration with real-time event tracking, including integration failure logs.

Solution & Execution

Cognilix implemented a Cerebra integrated with client's SAP system, enabling automation and standardization across procurement workflows.

Cerebra Deployment

A unified interface for all 150+ sites.
Users can- Access ARC-based catalog items, Add required items to cart, Trigger approval workflows & Auto-create PO in SAP after approval

Standardized Catalog for All Sites

Line items were standardized into a central catalog.
Ensured- Accurate, uniform item descriptions, Correct pricing & Consistent UOM and material master structure

Automated PO Creation

Post cart approval, the system auto-generates the PO.
Eliminates the need for manual SAP entry.

SAP Integration

Real-time bidirectional integration- {Cart → PO creation in SAP, SAP response → Portal update
Syncs PO numbers, statuses and process confirmation

Integration Failure Capturing

If SAP is down or API fails- {Event is logged, User sees status immediately & System auto-retries based on rules}
Ensures transparency and reliability.

End-to-End Tracking

Full visibility into- { Cart history, Approval timelines, PO creation status, Integration logs & Exceptions}

Conclusion

By deploying an integrated Cerebra and automating PO creation, Cognilix transformed the procurement process for client across 150+ sites and 500+ active users. With a standardized catalog that now drives ₹7–7.5 Cr of monthly procurement out of a total ₹8.5 Cr, automated workflows and real-time SAP integration, the client now operates with enhanced efficiency, visibility and reliability. The approach significantly reduced manual work, improved accuracy and provided a scalable foundation for future digital procurement initiatives.