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Kurahi Business · Department 07 of 15

Procurement

Purchase requests are checked, supplier quotations are compared like for like, and once a person chooses a supplier Kurahi drafts the purchase order in Word and Excel. Ordering stays with people.

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Procurement department workspace in the Kurahi console

What Kurahi does in this department

Agents prepare; people decide. No agent sends, pays or deletes anything on its own.

  • Purchase request checks

    Item, quantity, amount, vendor, budget code and a needed-by date at least five days ahead are required; above JPY 300,000 needs a second approver and above JPY 5,000,000 goes to ringi.

    Inputs
    Requester, item, quantity, amount, vendor, budget code, needed-by
    Kurahi prepares
    Order proposal and, if asked, a vendor email draft; budget code and remaining budget or 【要確認】
    Checks
    Required fields; warn above ¥100,000, second approver above ¥300,000, above ¥5,000,000 to 稟議; needed-by at least 5 days ahead
    Who approves
    Budget holder approves or sends back; second approver above ¥300,000; 購買申請 SLA 72 h

  • Competitive quotes required

    At least two quotes must be attached; a three-quote rule is included for companies that require it.

    Inputs
    Supplier quotations attached to the request
    Checks
    At least two quotes attached (warning); a three-quote rule ships commented out

  • Supplier quote comparison

    Quotes are compared on the tax-exclusive net only when they cover every requested item and quantity; missing items are never treated as free and ties are preserved.

    Inputs
    Requested item codes and quantities; two or more supplier quotes, transcribed or read from sheets under quotes/
    Kurahi prepares
    Priced comparison on tax-exclusive net; lowest complete quotes, with missing items and quantity differences shown
    Checks
    Missing items or quantity differences make a quote incomplete; ties kept; no overall lowest without a complete quote
    Connected systems
    office plugin (office_quote_compare)
    Autonomy
    Never awards, saves or orders; a person decides

  • Supplier sheets with fingerprint

    Supplier quotations saved as CSV or Excel in the project's quotes folder are read and their SHA-256 recorded with the comparison.

    Inputs
    Supplier CSV or .xlsx under quotes/: first visible sheet, saved values only
    Kurahi prepares
    Quote lines with the sheet's SHA-256
    Checks
    Error cells, formulas without saved values, bad numbers or duplicate codes refuse the whole sheet

  • Supplier selection by a person

    A named person records the chosen supplier on the case; choosing other than the lowest complete quote requires a written reason, and a fraud flag blocks the selection.

    Inputs
    The person's chosen supplier; a written reason when not among the lowest complete quotes
    Kurahi prepares
    Selection record: supplier, chooser, comparison digest, lowest quotes at selection time
    Checks
    Order drafts refused when quotes changed since the choice
    Who approves
    A named person from an authenticated session chooses

  • Purchase order draft

    A purchase order draft is written in Word and Excel for the chosen supplier with every amount recomputed by Kurahi; it is never issued or sent.

    Inputs
    Procurement case with a recorded supplier choice
    Kurahi prepares
    発注書 draft as Word and Excel with recomputed figures, chooser and any deviation reason
    Connected systems
    office plugin (office_po_create)
    Autonomy
    Never issued or sent; a person reviews and issues it

  • Automatic PO drafts after selection

    When enabled, a routine drafts the purchase order as soon as a supplier is selected, never twice from the same selection, and refuses a draft if the selection changed meanwhile.

    Inputs
    supplier.selected on 購買申請, or hourly at :30 on weekdays 9:30–18:30
    Kurahi prepares
    One PO draft per choice in output/purchase-orders/, recorded on the case
    Connected systems
    office plugin enabled for the gateway; Project in 実行 Act mode
    Autonomy
    L1 準備, off until enabled; nothing issued, sent or paid

  • Procurement evidence record

    A worksheet ties the reviewed quote versions, selection, draft file and approval together and keeps a draft distinct from a placed order.

    Inputs
    Supplier source references and versions, comparison files, returned SHA-256, PO draft
    Kurahi prepares
    Evidence ledger: checker and date, selection reason, draft version, approval reference, order confirmation after ordering
    Checks
    Draft checked against the reviewed quote and selection; keep the original hash
    Autonomy
    Does not update the case or clear warnings

  • No orders before approval

    The agent never places an order or contacts a vendor, and drafts may not say 発注済み or order placed.

    Checks
    Do not state the order is placed before approval (発注しました, 発注済み, order placed, 契約しました)
    Who approves
    Budget holder approves; then a person orders and records confirmation
    Autonomy
    Never places an order or contacts a vendor; order email stays a draft

  • Department workspace: Purchase reviews

    Procurement records are shown as a table with status, due date and attached documents.

    Inputs
    Work items in the project queues mapped to this department
    Kurahi prepares
    Read-only table of record, status, due date and documents

Work queues

  • Procurement
  • Purchase requests

Policy checks

  • Required: item, quantity, amount, vendor, budget code, needed-by
  • Amount: second approver above 300,000 JPY; above 5,000,000 JPY needs a board approval (稟議)
  • At least two quotes attached
  • Needed-by date at least 5 days ahead
  • Do not state the order is placed before approval
  • Requester and description required
  • Do not claim external actions were performed
  • Document reviews require a source attachment

Autopilot routines

  • Purchase order drafts for chosen suppliers

Documents

  • Quote comparison worksheet
  • Purchase order draft (Word, Excel)
  • Procurement evidence record

In every department

  • Its own workspace, and an agent conversation that knows the department
  • Incoming mail routed into the department's queue
  • Approval routes with the required approvers and separation of duties
  • Word, Excel and PowerPoint documents
  • Signed evidence for every step
  • A morning brief of decisions waiting and items escalated

Shared connectors

  • kintone
  • Gmail
  • Box
  • LINE WORKS
  • Microsoft 365

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