PO Requests are now audited, providing a complete historical record of all actions and changes. This gives you full visibility into how a request has been created, updated, and processed over time, improving traceability, accountability, and confidence in purchase order management.
SOP: Review Purchase Order Request Audit History and Use AI for Request Questions
Objective
This SOP explains how to access the audit history for a purchase order request and use the built-in AI assistant to ask questions about that request. It helps team members verify request activity, improve accountability, and troubleshoot issues more efficiently.
Key Steps
1. Open the Purchase Order Request History 0:08
Locate the history icon on the purchase order request screen. It appears as a small clock.
Click the icon to open the full audit history for that request.
Review the timeline to see actions and updates made throughout the request process.
2. Use the AI Assistant to Ask Questions About the Request 0:19
Open the AI feature associated with the order request.
Ask a direct question about the request, such as:
When was this created?
Who updated this request?
What changes were made?
Wait for the AI to process the request and return an answer based on the available audit data.
3. Understand the AI Scope Before Relying on Results 0:31
Remember that the AI only uses the information available within the current request context.
It does not search the entire system.
Use the AI for questions related specifically to the request you are viewing, not for broader system-wide research.
4. Use Audit History to Verify Request Details 0:43
Use the audit history and AI responses together to confirm key request details.
Check when the request was created, modified, and moved through each stage.
Compare the audit trail with the AI answer if you need additional confirmation.
5. Apply Audit Information for Better Request Management 0:53
Use the audit history to improve transparency and accountability.
Leverage the information to troubleshoot issues faster.
Use the complete history to support more accurate purchase order management and reporting.
Cautionary Notes
Do not assume the AI has access to all system records. It only answers based on the current request context.
Verify critical details manually in the audit history when accuracy is important.
Use the history icon only for the specific request you are reviewing to avoid confusion between records.
Tips for Efficiency
Use short, specific questions when asking the AI for faster, clearer answers.
Review the audit history first when investigating a request issue, then use AI to clarify details.
Keep the request open while asking questions so the AI stays focused on the correct record.
Use the audit trail to quickly identify where a request changed or stalled.