Description:FIELD OF INVENTION
The present invention relates to a system and method for procurement related applications . More particularly the invention relates to a system and method to assist procurement related applications through a messaging application platform where a single system performs initiating, generating and processing transaction of atleast one request from a supplier to procure an item using the intake of input information, without hoping in and out of different procurement systems.

BACKGROUND
Electronic procurement, the process of requisitioning, ordering and purchasing goods and services, sourcing with suppliers, creating contracts online that utilizes a supplier’s closed system is only available to registered users. For using any procurement related systems, different transactions are required to be done; such as selecting item, section of supplier, auction, contracting, raising requisition, raising purchase order and invoices and making payment. To carry out any of these procurement processes, there are separate systems in the industry including sourcing system, supplier management, contract management, spend management, invoicing solutions. The user needs to login through a different system every time, designed for that required process and then into the subsequent steps one after other; which makes the procurement process time consuming.
Furthermore, the challenges in the real-world business are rather complex. In the multinational companies, there are many employees as users of procurement software working in different regions in different time zones for procuring items. When an employee, belonging to a specific department having no knowledge related to procurement process and policies of his company, wants to procure anything; then he is unaware of whom to reach, where to raise the requisition, what are the requirements, what are the steps or process to follow or which system to access for procurement of any desirable item. Moreover, in situations of the time zone difference, the user/employee may get stuck for procurement of items as he cannot interact with the procurement team to get any guidance or instructions to proceed for the procurement, due to unavailability of the concerned team at that moment. Thus, whenever such an employee needs guidance to procure any item/ create a contract/ a non-disclosure agreement/ carry out any process relating to procurement; he fails to do so as it is not feasible to have a dedicated 24x7 employee who can keep guiding such other employees reaching out from different regions and time zones for guidance to procure any item even though it may result in lack of productivity of those employees.
It is also required that the employees of the procurement team must keep themselves regularly acquainted with the updates of the everchanging procurement policies of the company while carrying out these transactions; which is a strenuous activity for any person as some changes might go unnoticed at times. Thus, the lack of knowledge about the recent and changed procurement policies may result into a procurement process which is non-compliant or deviated from the updated policy. All of these makes the process of procurement time- consuming, complicated and cumbersome for the users. Thus, there is a need to provide a system that simplifies the efforts of the users and allow them to procure any desirable item at the earliest without hoping in and out of multiple systems for single transaction.
Prior Arts:
US 8,635,123B2 discloses a customizable system and method that allows the automatic mapping of the suppliers’ information and catalogs as per the buyer/purchasing organization's internal data schema used for representing such data, and updates them, the hosted supplier information and catalogs automatically. The system includes receiving a request for access from a supplier user, granting access, receiving supplier data, storing the received supplier data, receiving a supplier user's selection of one or more buyer organization's supplier management systems to receive the supplier data; mapping the supplier data and transmitting the supplier data to the one or more supplier management systems.
US8069096B1 discloses a single instance, multi-tenant procurement system, including an access module to provide access to a plurality of end users associated with an organization to their respective accounts, each account being customized by a super user of the organization, a search engine to execute searches for products offered by one or more suppliers, a transaction module to process and track one or more requisitions generated by the plurality of end users, a business rules module to apply business rules established between the organization and the one or more suppliers to process the requisitions, and a data repository to store data generated on the system.
All the above prior arts either talk about the procurement systems with automatic mapping of suppliers’ information, catalogs or buyers purchasing data, and process of mapping and accessing the data; or refers to discloses system that allow access to plurality of end users at single instance to track and process one or more requisitions generated by the user. However, none of the prior arts talks about providing assistance to the user for procurement of items by providing instructions in the form of workflows, methods, flowcharts, or samples to be followed to acquire the desired product without logging in and out of different systems for performing the various steps required for a single transaction. The prior arts also fail to provide direct access to the desirable product page through a single communication interface making it convenient for the user to procure products.
To overcome the evident drawbacks of the available procurement systems, it is necessary to provide an alternative system and method of the present invention that provide assistance to the user to understand the process of procurement and access any step of the procurement process through a single, user-friendly communication interface.

DEFINITIONS
The expression “user” used hereinafter in this specification refers to, but is not limited to the individual/ natural entity that may be the requester of information on any step, requirement, procedure, workflow, document; any recipient of the document; or any signer of the document; or an employee of the company or organization.
The expression “request” used hereinafter in this specification refers to, but is not limited to a request made to obtain information with respect to any step, requirement, procedure, workflow, procedure, method involved in or related to procurement of any item or any procurement related document such as contracts, PO, invoices, supplier records.
The expression “document” used hereinafter in this specification refers to, but is not limited to an electronic document including PO, invoices, supplier records, e- contracts, commercial contracts, customer contracts, vendor contracts, Non-Disclosure Agreements (NDA), etc in a computer readable format.
The expression “supplier” used hereinafter in this specification refers to, but is not limited to an individual, natural entity, a person, an employee of the company or organization; who provides the items to be procured, on request by the user.
The expression “transaction” used hereinafter in this specification refers, but is not limited to sourcing system, requisition management, supplier management, catalogue management, spend management, contract management, creating non-disclosure agreements or invoicing solutions.
The expression “procurement” used hereinafter in this specification refers to, but is not limited to the applications used for procurement of items such as electronic procurement application, contract management, sourcing management, supplier management, catalog management.

OBJECTS OF THE INVENTION
The primary object of the present invention is to provide a system and method for procurement.
Another object of the invention is to provide a system and method to provide an assistance to the procurement through a messaging application platform.
Yet another object of the invention is to provide a convenient, easy-to-use procurement method that enables the user to access the required process in the procurement workflow directly through the messaging application without hoping in and out of individual systems.
Yet another object of the invention is to provide a system that enables the user direct access to the specific procurement transaction without accessing different system for procuring same item.

SUMMARY
Before the present invention is described, it is to be understood that present invention is not limited to particular methodologies and materials described, as these may vary as per the person skilled in the art. It is also to be understood that the terminology used in the description is for the purpose of describing the particular embodiments only, and is not intended to limit the scope of the present invention.
The present invention provides a system and method to assist procurement related processes through a messaging application platform where a single system performs initiating, generating and processing transaction for atleast one procurement request, from a supplier to procure an item using the intake of input information, without hoping in and out of different procurement systems.
In one aspect, the system comprises of a user, an input/output device, a messaging application and a supplier; where the messaging application is associated with the input/output devices/interfaces allowing the user to access and communicate the computer readable instructions while performing any procurement transaction.
In another aspect, the method employs the steps of initiation of request through the messaging application by the user, selection of the appropriate request type; confirmation of request, providing request details as free text; followed by automatically mapping the request details entered with a pre-configured, updated policy document by the system, presenting suggestions to the user, intelligent decision if the details are sufficient, ask additional questions to the user, to obtain any missing details, On confirmation of details, selection of workflow, creation of request, further followed by use of details to auto-fill the respective fields in the requested product page, auto-sharing a link for the user for verification, user review and confirmation; followed by generating request by system, forwarding the request for review and approval, providing status updates till approval of request messaging application, auto-proposing a link of approved data for user review and confirmation, finally sending the request data to the supplier or user for the procurement of desired item.

BRIEF DESCRIPTION OF THE DRAWINGS
Fig. 1. illustrates the various components of the system of the present invention.
Fig. 2. illustrates a stepwise method for assisting a procurement transaction for the present system.
Fig. 3. Illustrates an exemplary workflow for assisting an procurement transaction for “Creation of a Non- Disclosure Agreement with X - Supplier”

DETAILED DESCRIPTION OF THE INVENTION
Before the present invention is described, it is to be understood that this invention is not limited to particular methodologies described, as these may vary as per the person skilled in the art. It is also to be understood that the terminology used in the description is for the purpose of describing the particular embodiments only, and is not intended to limit the scope of the present invention. Throughout this specification, the word “comprise”, or variations such as “comprises” or “comprising”, will be understood to imply the inclusion of a stated element, integer or step, or group of elements, integers or steps, but not the exclusion of any other element, integer or step, or group of elements, integers or steps. The use of the expression “at least” or “at least one” suggests the use of one or more elements or ingredients or quantities, as the use may be in the embodiment of the invention to achieve one or more of the desired objects or results. Various embodiments of the present invention are described below. It is, however noted that the present invention is not limited to these embodiments, but rather the intention is that modifications those are apparent are also included.
The present invention describes a system and method to assist procurement related processes through a messaging application platform using an artificial intelligence (AI) generative concept; where a single system performs initiating, generating and processing transactions for atleast one procurement request to procure an item, or an information relating to procurement, or procurement document from any supplier/s. According to an embodiment, the system comprises of a user, an input/output device, a messaging application and a supplier; where the messaging application is associated with the input/output devices/interfaces allowing the user to access and communicate the computer readable instructions while performing any procurement transaction; and wherein the system employs a specific method of procurement including the steps of entering the request/queries and request details, mapping the policy details, suggesting the compliance workflow, confirming and creating request, filling the details, providing access to generate request, reviewing and approval of request, providing updates to the supplier/user.
Referring to Fig. 1, a preferred embodiment of the invention discloses a system (1) to assist a procurement request (input) (4) in form of a set of computer readable instructions raised by a user (2) using an input device (3) including, but not limited to a communication device/ interface like computer, laptop, mobile device, user interface, keyboards; where the request details (4) are provided through a messaging application (5) and a method (6) is applied to provide an output (7) to either the user (1) or the supplier (9) in the form of confirmation of processed request using at least one output device (8) including, but not limited to a communication device such as a computer, laptop, mobile device, user interface; depending upon the type of request/ item to be procured.
In another embodiment of the invention discloses an AI based method (6) integrated in the messaging application (5) associated with the communication devices (3, 8) for performing the various transactions involved in the procurement of any item desired by the user. The messaging applications may include, but are not limited to, applications such as the Microsoft (MS) Teams, Zoom, Google Meet, Skype or GoToMeeting. The various transactions may include, but are not limited to, any transactions related to the procurement steps such as sourcing system, requisition management, supplier management, catalogue management, spend management, contract management, creating non-disclosure agreements or invoicing solutions.
Referring to Fig. 2, a preferred embodiment of the invention discloses a method (6), where the user (2) initiates a request through the messaging application (5) and selects the appropriate request type; and on confirmation of request (4), enters the request details as free text. The system then automatically maps the request details entered with a pre-configured, updated policy document and presents suggestions to the user (2). The system (1) intelligently decides if the details are sufficient to proceed the request further, and asks additional questions to the user (2) to obtain any missing details. On confirmation of details and selection of the most relevant workflow, the user allows to “Create the request”. The system (1) intelligently uses the input (4) details to auto-fill the respective fields in the requested product page or a document and auto-shares a link for the user (2) to verify the details. Once reviewed and confirmed, the system (1) generates request through pre-selected workflow and forwards the request for review and approval for respective authorities as the case may be. The system (1) through messaging application (5) provides constant status till approval of request; and auto-proposes a link of approved data to the user (2) for review and confirmation. Finally, the approved request data is sent to the supplier (9) or the user (2) enabling them the procurement of desired item.
According to the embodiment of the present invention, referring to Fig. 2, the system (1) and method to assist procurement request comprises the steps as follows:
- The user (2) initiates a request using an input device (3) through the messaging application (5), where it asks to choose an appropriate request type and the user (2) selects the desired request (4) and clicks “OK” to confirm the request (4) followed by entering the request details as free text.
- The system (1) then automatically maps the request details entered by the user (2) with a pre-configured, updated policy document and presents suggestions to the user (2), either in form of compliance steps, workflows or flowcharts (not limited to it).
- The system (1) intelligently decides if the details are sufficient to proceed the request further, and asks additional questions to the user (2) through the messaging application (5) to obtain any missing details.
- The user, on confirmation of the required details and the most relevant workflow for completion of request, enters “Create the request” in the messaging application (5).
- The system (1) then intelligently uses the input (4) details given by the user (2) through the messaging application (5), to auto-fill the details in the respective fields in the requested product page or document and auto-shares the link to the user (2) to verify the details.
- The user (2) clicks on the link to access the relevant page of request and reviews the details and clicks “OK” to confirm.
- The system (1) then generates request, triggers the pre-selected workflow, and forwards the request for review and approval for respective authorities; where the messaging application (5) constantly provides status updates to user (2) till approval of request.
- The system (1) auto proposes a link of approved data to the user (2) for review and confirmation; followed by finally sending the data to the supplier (9) or the user (2) enabling them the procurement of desired item.

Working Example:
“A request to create a Non- Disclosure Agreement (NDA) with X-supplier”:
It is convenient to understand the specific features of the invention through a working example described herewith in a stepwise manner, as referred in Fig. 3. An example disclosing the working and functioning of the system of the present invention to create a Non-Disclosure Agreement (NDA) with an “X” supplier by employing a specific method is presented hereafter. In the present system, the messaging application, is associated with a communication interface, an input/output allowing the user to access and communicate the computer readable instructions while performing any procurement transaction.
The steps of the said exemplified transactions are as follows:
- A user initiates a single request by simply typing a “free text message” that “I want to create an NDA with “X”-supplier”, through a messaging application say MS Teams, associated with a communication interface (i.e. an input/output device such as computer, laptops, mobile devices).
- The system maps the request and presents to the user, all options tagged with procurement policy or contracting policy for NDA through the messaging application.
- Then the messaging application either provide suggestions such as – “For any NDA you create, you need to get it approved by legal” OR “Without approval, you cannot sign an NDA as this will be violation of procurement/contracting policy” or presents “the existing NDA templates with X-supplier”.
- The user then types- “Create new NDA with X-supplier” and provide all details (e.g. name of the parties/supplier, address, transaction details, date, etc.) in the messaging application as a free text, required for creating NDA.
- The system asks additional questions to the user through the messaging application to obtain any missing details, if the details entered earlier are insufficient.
- The system then intelligently uses the input details (e.g. name of the parties, address, transaction details, date, etc.) earlier given by the user, and auto-fills the details in the respective fields of the “NDA creation page” within a “Contract management System” and auto-shares the link to the user.
- The user clicks on the link to access the pre-filled “NDA creation page” within the “Contract management System” and reviews the details and then clicks “OK” to confirm.
- The system then generates NDA as per the configured workflow, and forwards the document for review and approval of legal authorities.
- The system constantly provides status updates such as “The NDA is now with legal team” OR “the NDA has been approved by legal team”; to user through the messaging application, till approval of request.
- The system auto proposes a link of approved data to the user for review and confirmation and finally presents the “NDA document” to the user through the communication interface.

Advantages:
The significance of the present system is that it allows the user to create all procurement related actions through a single communication interface using the messaging application platform, the system learns from the previous created requests types and subtypes to understand the intent of the user queries, it assists the user in every aspect throughout the transactions by suggesting steps/workflows, procuring details, auto-filling the details, auto-sharing a direct link to a desired request page, auto-forwarding the documents for approval, providing constant status update through a user friendly messaging application associated with a communication interface that understands computer readable instructions thereby allowing the user a convenient and easy-to-use method of procurement of desirable item from any supplier; without hopping in and out of multiple systems for a single procurement request. The present system minimizes the users’ efforts to remember login IDs and passwords for various systems, by providing a direct access to the desirable product page through a link; also making the procurement transactions time saving.
While considerable emphasis has been placed herein on the specific elements of the preferred embodiment, it will be appreciated that many alterations can be made and that many modifications can be made in preferred embodiment without departing from the principles of the invention. These and other changes in the preferred embodiments of the invention will be apparent to those skilled in the art from the disclosure herein, whereby it is to be distinctly understood that the foregoing descriptive matter is to be interpreted merely as illustrative of the invention and not as a limitation.
, Claims:CLAIMS
We claim,
1. A system (1) and method to assist procurement related processes through a messaging application platform where system performs initiating, generating and processing transactions for atleast one procurement request to procure an item, an information or a procurement related document from any supplier/s;

where the system (1) comprises of a user (2) sending a procurement request (4) using an input device (3) in form of a set of computer readable instructions through a messaging application (5) that employs a specific method (6) to process the request and provide an output (7) either to the user (1) or the supplier (9) in the form of confirmation of processed request using at least one output device (8);

characterized in that:
the method (6) comprises the steps as follows:
- initiating a request by the user (2) through the messaging application (5) using an input device, where the system (1) asks the user (2) to choose an appropriate request type;
- selecting the desired request (4) and conforming the request (4) by the user (2), by clicking “OK”, followed by entering the request details as free text;
- mapping the request (4) details entered by the user (2) automatically, with a pre-configured, updated policy document;
- presenting suggestions to the user (2), either in form of compliance steps, workflows or flowcharts (not limited to it);
- deciding intelligently if the details are sufficient to proceed the request further, by the system (1), and asking additional questions to the user (2) through the messaging application (5) to obtain any missing details;
- confirming the required details and the most relevant workflow for completion of request, by the user; followed by entering “Create the request” in the messaging application (5);
- using the input (4) details given by the user (2) through the messaging application (5) intelligently, by the system (1);
- auto-filling the details in the respective fields in the requested product page or document and auto-sharing the link to the user (2) to verify the details;
- clicking on the link by the user (2), to access the relevant page of request and review the details, followed by clicking “OK” to confirm;
- generating the request, triggering the pre-selected workflow and forwarding the request
- for review and approval for respective authorities, by the system (1); and where the messaging application (5) constantly provides status updates to user (2) till approval of request; auto proposing a link of approved data by the system (1) to the user (2) for review and confirmation; followed by finally sending the data to the supplier (9) or the user (2) enabling them the procurement of desired item.

2. The system (1) and method (6) as claimed in claim 1, wherein the transactions may include, but are not limited to, any transactions related to the procurement steps such as sourcing system, requisition management, supplier management, catalogue management, spend management, contract management, creating non-disclosure agreements or invoicing solutions.

3. The system (1) and method (6) as claimed in claim 1, wherein the input request (4) details provided by the users (2) through the messaging application (6) are in form of free text.

4. The system (1) and method (6) as claimed in claim 1, wherein the system (1) allows the user (2) to create all procurement related actions through a single communication interface (7) using the messaging application (5) platform without hopping in and out of multiple systems for a single procurement request.

5. The system (1) and method (6) as claimed in claim 1, wherein the system (1) provides constant status update to the user (2) through a user-friendly messaging application (5) associated with a communication interface (7).

6. The system (1) and method (6) as claimed in claim 1, allows the messaging application (5) to do the following:
- to understand the intent of the user queries by learning from the previous created requests types and subtypes,
- to assist the user throughout the transaction by suggesting steps/workflows,
- to allow the user to enter procuring details as free text,
- to auto-fill the details entered earlier,
- to auto-share a direct link to a desired request page,
- to auto-forward the documents for approval,
- to provide status updates till approval of documents.

Dated this 22nd day of February, 2024.