AI Agent: Quote to Purchase Requisition Assistant

The Quote to Purchase Requisition Assistant streamlines the procurement process by automatically converting supplier quotations into purchase requisitions. It extracts data from a supplier quotation PDF and, using AI capabilities, intelligently maps this information to the fields for creating a purchase requisition and then creates the requisition. The requisitions are always created in draft mode, allowing users to validate the data before submitting them for approval. Users get a notification when a requisition is successfully created or if there are errors in creating it.

This feature enables the following:

• Speeding up of the procurement process - Users don't have to spend time going back and forth between the received supplier quotation and the create requisition screen.
• Reduction in errors - Possible user errors from manually translating information from the quotation to the create requisition screen is reduced or eliminated.

Steps to Enable

To enable the Quote to Purchase Requisition Assistant, follow these steps:

1. Create and publish an instance of the seeded "Quote to Purchase Requisition Assistant".
   Navigate to AI Agent Studio, create an instance of the seeded “Quote to Purchase Requisition Assistant”. Note the instance code; you’ll need it later. Publish your instance.
   There are two ways to create your instance:
   • Copy Template: Automatically copies all underlying artifacts from the seeded agent team and adds a suffix you specify. You can edit the agent team’s settings, agents, tools, and topics.
   • Use Template: Takes you through a step-by-step configuration of each artifact in the agent team.
2. .Configure the email address to which users will forward emails from a supplier (with supplier quotation).
   • Go to the path, /fscmUI/redwood/grow/main/internet-accounts and set up the email address users will forward supplier quotation emails to. Assign a unique code to this account and save it for later.
   • Follow the prompts to complete setup.
3. Schedule the Process Emails for Procurement Transactions scheduled job to read and parse the emails. When scheduling, provide these details:
   • AI Agent Code: The code from step 1.
   • Email Account Code: The code from step 2.
     The scheduled job will initiate the latest published version of the AI Agent to process supplier quotations.

Tips And Considerations

• Only text-based PDF attachments are supported; image-based ("scan to PDF") files are not.
• Only emails are currently supported; agent chat and directly uploading a supplier quotation aren't supported.
• Only emails with attachments are processed; quotations in the email body will be ignored.
• Only emails from users with an active requisition preference will be considered. This means that spam, email from non-employees will be ignored.
• Only Google and Microsoft hosted email accounts are currently supported.
• For information on using AI Agent Studio, see How do I use AI Agent Studio?

Key Resources

• To know more about how to use the Redwood Self Service Procurement application, refer to the Procure Goods and Services Using the Redwood Self Service Procurement Application readiness training

Access Requirements

1. To access the Oracle AI Agent Studio for Fusion Applications and manage PRC AI agents, users must be assigned a configured job role that contains these duty roles:
   1. PRC Intelligent Agent Management Duty (ORA_PO_PRC_AI_AGENT_MANAGEMENT_DUTY and ORA_PO_PRC_AI_AGENT_MANAGEMENT_DUTY_HCM – both duty role codes are required)
   2. Fai Genai Agent PRC Administrator Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_PRC_ADMINISTRATOR_DUTY)
      In the Security Console, filter by Roles and Privileges to find the PRC Intelligent Agent Management Duty role. Filter by Roles and Permission Groups to find the Fai Genai Agent PRC Administrator Duty role.
       
2. To interact with AI agents in product pages, users must be assigned a configured job role that contains this duty role:
   1. Fai Genai Agent Runtime Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_RUNTIME_DUTY)

      In the Security Console, filter by Roles and Permission Groups to find this duty role.

      To allow users to interact with agents, you must also enable permission groups in the Security Console on those users’ configured job roles that contain the Fai Genai Agent Runtime Duty role. You can enable permission groups when you manage the basic information of your configured job roles.

      Users’ configured job roles must also contain privileges that allow access to the pages where AI agents are enabled.

3. You can secure your copy of the "Quote to Purchase Requisition Assistant" by a role. If you do, then whoever is scheduling the ESS Job must have this same role because the ESS Job invokes the "Quote to Purchase Requisition Assistant".
    
4. The privilege, Manage Internet Accounts (WLF_MANAGE_INTERNET_ACCOUNTS_PRIV), is needed to configure the email address. To read emails using the email client API, the user will need the privilege, Read Email Messages (WLF_READ_EMAIL_MESSAGES_PRIV).
    
5. The person scheduling or submitting the ESS Job must have the following
   1. Requisition Management Using REST Service aggregate privilege (ORA_POR_USE_REST_SERVICE_MANAGE) because it's required to create a requisition via REST and override (specify) another person as the preparer (this is essentially an App to App invocation).
      Note: Because it's an aggregate privilege, it will be found under the "Role Hierarchy" tab when trying to add it to a duty or job role.
   2. Read Email Messages privilege (WLF_READ_EMAIL_MESSAGES_PRIV) because the ESS Job needs to programmatically read emails.
   3. Fai Genai Agent Runtime Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_RUNTIME_DUTY)