Automatic matching office material intelligent collection system

Abstract

The invention belongs to the technical field of office material intelligent collection systems, and particularly relates to an automatic matching office material intelligent collection system which comprises a layered framework, an automatic matching core algorithm module and an intelligent decision support module. The layered architecture comprises a user interface layer, a business logic layer and a data layer, and the layers cooperate with each other; the user interface layer receives a user operation instruction and purchase demand information, and presents a system processing result; the business logic layer receives a request of the user interface layer, executes business logic processing of purchase demand auditing, supplier screening and matching, purchase order generation and tracking and contract management, and calls a data layer interface to obtain or store data; the data layer is used for storing various data required by system operation and providing data support for the business logic layer; and the automatic matching core algorithm module is based on big data analysis and machine learning technologies, realizes accurate matching of purchase demands and supplier information, and generates a supplier recommendation list.

Description

Technical Field

[0001] This invention belongs to the technical field of intelligent centralized procurement system for office supplies, and particularly relates to an automated matching intelligent centralized procurement system for office supplies. Background Technology

[0002] In the field of office supplies procurement, traditional procurement methods are generally characterized by cumbersome processes and low efficiency. Whether it is the daily procurement of small businesses or the cross-regional centralized procurement of large enterprise groups, it requires approval from multiple departments at each level. Moreover, the core links of supplier selection and order processing rely on manual operation, which not only consumes a lot of manpower and time, but is also prone to lengthy procurement cycles due to information transmission delays. For example, some companies take an average of 10-15 days to complete a medium-sized office supplies procurement, making it difficult to quickly respond to the urgent needs of various departments. At the same time, the fragmentation of procurement information between departments leads to high communication costs and the possibility of duplicate or missed requests, further affecting procurement efficiency.

[0003] Traditional procurement also faces significant challenges in cost control. Due to the lack of centralized integration of internal procurement needs, procurement demands are fragmented, making it difficult to achieve economies of scale. This weakens the company's bargaining power with suppliers, leading to persistently high procurement costs. Furthermore, traditional procurement lacks real-time monitoring and data analysis capabilities for market price fluctuations, making it difficult to accurately determine optimal procurement timing and potentially increasing costs through high-priced purchases. Simultaneously, inventory management relies on experience-based judgment, easily resulting in stockpiled materials tying up capital or inventory shortages disrupting normal operations, further exacerbating the company's operating cost burden.

[0004] Traditional procurement models have significant shortcomings in ensuring quality and making scientific decisions regarding procurement. On the one hand, supplier selection lacks unified standards and rigorous evaluation mechanisms. Relying solely on past experience or simple qualification reviews makes it difficult to comprehensively control a supplier's product quality, delivery capabilities, and after-sales service levels. This results in inconsistent quality of procured materials, with some substandard items not only affecting office efficiency but also potentially incurring additional replacement or repair costs. On the other hand, procurement decisions often rely heavily on human experience, lacking systematic analysis of historical procurement data, market dynamics, and supplier performance data. This fails to provide a scientific basis for procurement strategy formulation and is prone to decision-making biases. For example, over-reliance on a single supplier can lead to supply risks, or procurement plans may become disconnected from actual needs, ultimately impacting the overall operational quality and competitiveness of the enterprise. Summary of the Invention

[0005] The purpose of this invention is to address the aforementioned technical problems by providing an automated matching intelligent procurement system for office supplies.

[0006] In view of this, the present invention provides an automated matching intelligent procurement system for office supplies, including a hierarchical architecture, an automated matching core algorithm module, and an intelligent decision support module; The layered architecture includes a user interface layer, a business logic layer, and a data layer, with each layer having its own division of labor and working together; the user interface layer receives user operation instructions and procurement requirement information, and presents the system processing results; The business logic layer receives requests from the user interface layer, performs business logic processing such as procurement requirement review, supplier screening and matching, purchase order generation and tracking, and contract management, and calls the data layer interface to obtain or store data. The data layer stores various types of data required for the system's operation, providing data support for the business logic layer; the automated matching core algorithm module, based on big data analysis and machine learning technology, achieves accurate matching between procurement needs and supplier information, generating a supplier recommendation list. The intelligent decision support module provides data support and suggestions for procurement decisions through data analysis and prediction technologies.

[0007] Preferably, the user interface layer supports access from multiple terminals, including computers and tablets; It also provides multiple role-based access points, covering procurement personnel, personnel from demanding departments, suppliers, and managers; The processing results presented by the user interface layer include procurement progress, order status, and supplier information.

[0008] Preferably, when the business logic layer performs procurement requirement review, it judges the compliance of the requirement based on preset procurement standards; when performing supplier screening and matching, it retrieves supplier information from the data layer and determines potential suppliers by combining the analysis results of the automated matching core algorithm module. When tracking purchase orders, the execution status of the orders is synchronized in real time, including whether the order has been placed, the supplier has confirmed, the goods have been shipped, the goods are in transit, the goods have arrived, and the goods have been accepted.

[0009] Preferably, the data layer uses a MySQL or Oracle database management system; The stored data includes procurement demand data, supplier information, contract data, order data, inventory data, and financial data. The data layer provides basic operation interfaces for adding, deleting, modifying, and querying data, and improves data query and storage performance by establishing data indexes and optimizing the database structure.

[0010] Preferably, the big data analytics technology of the automated matching core algorithm module specifically includes integrating historical procurement data from within the enterprise, supplier information, and external market data; cleaning, transforming, and storing the data to build a data warehouse; and analyzing patterns in procurement demand, supplier supply capacity, price fluctuations, and product quality stability. The machine learning technology specifically employs classification and recommendation algorithms. The classification algorithm categorizes procurement needs by material type, specifications, and quality requirements, while also labeling supplier products and services to filter potential matches. The recommendation algorithm combines users' historical procurement behavior, preferences, and comprehensive supplier evaluations to generate a personalized supplier recommendation list and dynamically optimizes matching accuracy based on market changes and enterprise needs.

[0011] Preferably, the data analysis technology of the intelligent decision support module specifically includes acquiring purchase order data, supplier performance data, inventory data, and cost data from the data layer; comparing supplier purchase prices, on-time delivery rates, and product quality pass rates through data mining and statistical analysis to evaluate supplier performance; analyzing the composition and changing trends of purchase costs; and studying the relationship between inventory levels and purchase demand to determine inventory warning lines and replenishment strategies. The forecasting technology specifically employs time series analysis and regression analysis models, combined with market dynamics, industry trends, and enterprise development plans, to predict purchase demand, price trends, and supplier risks, and outputs suggestions on purchase time and quantity.

[0012] Preferably, the system also includes a procurement demand management module, the specific functions of which include: receiving procurement applications submitted online by various departments, the application information including material name, specifications, quantity, expected usage time, and reason for demand; automatically summarizing and classifying procurement demands, and sorting them by urgency and importance; sending applications to relevant responsible persons for approval according to a preset approval process, and supporting the recording of approval opinions; tracking the approval progress in real time, and supporting procurement demand change management.

[0013] Preferably, the system also includes a supplier management module, whose specific functions include: establishing a supplier information database to store basic supplier information and business information; conducting qualification review and credit assessment of suppliers, and classifying and grading suppliers according to the assessment results; regularly collecting data on supplier delivery timeliness, product quality pass rate, and after-sales service response speed, generating supplier performance reports, and adjusting cooperation strategies with suppliers based on the reports.

[0014] Preferably, the system also includes a contract management module, whose specific functions include: automatically generating a purchase contract template based on purchase order information and negotiated terms, the template including material name, specifications, quantity, price, delivery time, quality standards, payment method, and liability for breach of contract; supporting the sending of the contract template to the supplier for confirmation and signing after review by the purchasing department and legal department; archiving and managing signed contracts and tracking contract performance in real time; providing early warnings for expiring contracts or key obligation nodes; and supporting the recording and modification of contract disputes.

[0015] Preferably, the system further includes at least one of the following modules: Order Management Module: Functions include generating purchase orders based on approved procurement needs and selected suppliers, sending orders to suppliers and receiving confirmation responses; real-time tracking of order execution status, providing alerts for delayed delivery, shortages, and quality issues, and offering problem-solving suggestions; and supporting order modification and cancellation operations. Inventory Management Module: Functions include interface with the warehouse management system to obtain real-time inventory information; setting a safety stock warning line, automatically triggering replenishment reminders when inventory falls below the warning line, and generating replenishment suggestions based on procurement demand forecasts; recording material inbound and outbound information and automatically updating inventory data; supporting inventory counts, verifying and adjusting differences between system and actual inventory, and generating inventory count reports. Financial Management Module: Functions include integration with the enterprise's financial system to generate financial budgets and payment plans based on order amounts and payment methods; verification and approval of supplier invoices, arranging payments according to the payment plan and recording details after approval; accounting and analysis of procurement costs, statistics on procurement costs of materials in different periods and categories, comparison of budgets and actual expenditures and analysis of the reasons for differences; and generation of procurement cost reports and accounts payable reports.

[0016] The beneficial effects of this invention are: This system significantly improves the efficiency of office supplies procurement, effectively addressing the pain points of cumbersome and lengthy traditional procurement processes. Through multi-terminal access and multi-role entry design in the user interface layer of the layered architecture, departments can submit requirements online and check progress in real time. Combined with automated approval and order tracking in the business logic layer, process time is greatly shortened. Furthermore, the automated matching core algorithm accurately screens suppliers, avoiding the inefficiency and bias of manual screening.

[0017] The system demonstrates outstanding effectiveness in controlling procurement costs, reducing enterprise operating costs from multiple dimensions. On one hand, by integrating internal and external procurement needs through a data layer, it creates economies of scale, enhances bargaining power with suppliers, and, combined with real-time monitoring of market price fluctuations using big data analytics, helps enterprises seize optimal procurement opportunities and avoid overpriced purchases. On the other hand, the inventory management module achieves precise replenishment based on demand forecasting and safety stock alerts, reducing capital tied up in inventory and additional costs associated with stockouts, as demonstrated by multiple implementation cases.

[0018] Furthermore, the system can enhance procurement quality assurance and improve the overall competitiveness of enterprises. Through the supplier management module's rigorous qualification review, credit assessment, and performance tracking, high-quality suppliers are selected from the source. Combined with the contract management module's clear quality standards and liability for breach of contract, and full control over the acceptance process, the system significantly improves the pass rate of procured materials. The intelligent decision support module replaces experience-based judgment with data-driven approaches, providing a scientific basis for procurement strategy formulation, while also enabling centralized management and collaboration of the supply chain. Attached Figure Description

[0019] Figure 1 This invention is for the purpose of presenting a product. Detailed Implementation

[0020] The technical solutions of the embodiments of this application will be clearly described below with reference to the accompanying drawings. Obviously, the described embodiments are only some, not all, of the embodiments of this application. All other embodiments obtained by those skilled in the art based on the embodiments of this application are within the scope of protection of this application.

[0021] It should be noted that all directional and positional terms used in this invention, such as "up," "down," "left," "right," "front," "back," "vertical," "horizontal," "inner," "outer," "top," "lower," "lateral," "longitudinal," and "center," are used only to explain the relative positional relationships and connections between components in a specific state (as shown in the accompanying drawings). They are merely for the convenience of describing the invention and do not require the invention to be constructed and operated in a specific orientation; therefore, they should not be construed as limitations on the invention. Furthermore, the use of "first" and "second" in this invention is for descriptive purposes only and should not be construed as indicating or implying their relative importance or implicitly specifying the number of technical features indicated.

[0022] In the description of this invention, unless otherwise explicitly specified and limited, the terms "installation," "connection," and "linking" should be interpreted broadly. For example, they can refer to a fixed connection, a detachable connection, or an integral connection; they can refer to a mechanical connection; they can refer to a direct connection or an indirect connection through an intermediate medium; and they can refer to the internal communication between two components. Those skilled in the art can understand the specific meaning of the above terms in this invention based on the specific circumstances.

[0023] In the description of this specification, the references to "one embodiment," "some embodiments," "illustrative embodiment," "example," "specific example," or "some examples" refer to a specific feature, structure, material, or characteristic described in connection with that embodiment or example, which is included in at least one embodiment or example of the invention. In this specification, the illustrative expressions of the above terms do not necessarily refer to the same embodiment or example. Furthermore, the specific features, structures, materials, or characteristics described may be combined in any suitable manner in one or more embodiments or examples.

[0024] This intelligent centralized procurement system for office supplies adopts a layered architecture, mainly consisting of a user interface layer, a business logic layer, and a data layer. Each layer has a clear division of labor and works collaboratively to ensure the system's efficient and stable operation. The user interface layer, as the direct interface between the user and the system, is responsible for receiving various operation commands and procurement request information from the user and presenting the processed results to the user in an intuitive and user-friendly manner. This layer provides a simple and easy-to-use interface, covering the operation entry points for different roles such as procurement personnel, requesting department personnel, suppliers, and managers. It supports multi-terminal access, including computers and tablets, allowing users to operate anytime, anywhere. For example, procurement personnel can submit procurement requests and check procurement progress on this interface; suppliers can upload product information and view order status.

[0025] The business logic layer is the core processing part of the system, responsible for implementing business rules and controlling business processes. It receives requests from the user interface layer, performs a series of logical processing and calculations, and calls the data layer's interfaces to retrieve or store data. In the procurement process, the business logic layer is responsible for the logical processing of key business operations such as reviewing procurement needs, screening and matching suppliers, generating and tracking purchase orders, and managing contracts. When procurement personnel submit procurement needs, the business logic layer analyzes and processes the needs according to preset rules and algorithms, determines whether they meet procurement standards, and then retrieves supplier information from the data layer for automated matching and screening.

[0026] The data layer is primarily responsible for data storage, management, and maintenance, providing data support to the business logic layer. It employs high-performance database management systems such as MySQL and Oracle to store various types of data generated during system operation, including procurement demand data, supplier information, contract data, order data, inventory data, and financial data. The data layer provides basic interfaces for adding, deleting, modifying, and querying data, ensuring that the business logic layer can efficiently access and process data. By establishing reasonable data indexes and optimizing the database structure, it improves data query efficiency and storage performance, guaranteeing system responsiveness. For example, when screening suppliers, the business logic layer can quickly obtain detailed supplier information from the data layer, including product price, quality, and delivery time, for comprehensive comparison and analysis.

[0027] The automated matching algorithm is the key technology of this system. Based on big data analytics and machine learning, it achieves precise matching of procurement needs with supplier information, providing enterprises with optimal procurement solutions. The big data analytics system first collects and integrates historical procurement data, supplier information, and relevant external market data, such as industry price indices and supplier ratings. Using big data analytics tools, this massive amount of data is cleaned, transformed, and stored to build a data warehouse. Through analysis of historical procurement data, patterns and trends in procurement needs are uncovered, such as the characteristics of office supplies demand in different seasons and business scenarios; supplier supply capacity, price fluctuation patterns, and product quality stability information are analyzed. Based on these analytical results, data support and reference are provided for matching procurement needs with suppliers. For example, if analysis reveals that a certain supplier offers significant price discounts on specific office supplies at certain times of the year while maintaining consistently good product quality, the system will prioritize this supplier when the enterprise has similar procurement needs again.

[0028] Machine learning algorithms utilize classification and recommendation algorithms to model and train procurement needs and supplier information. For classification, procurement needs are categorized according to material type, specifications, and quality requirements, while supplier products and services are also categorized accordingly. The classification model is trained with a large amount of sample data, enabling it to accurately classify new procurement needs into appropriate categories and select potential matches from suppliers within those categories. For recommendation, collaborative filtering and content filtering algorithms are used, combined with users' historical procurement behavior, preferences, and comprehensive supplier evaluation factors, to generate personalized supplier recommendation lists for procurement needs. If a company frequently purchases a certain type of office equipment from a few specific suppliers and has a high opinion of their service and product quality, the system will prioritize recommending these suppliers when similar procurement needs arise again, adjusting the recommendation order and weights based on historical procurement data and market dynamics. Through continuous learning and optimization, the algorithm can dynamically adjust to market changes and company needs, continuously improving the accuracy and efficiency of matching and providing companies with procurement solutions that better meet their actual needs.

[0029] The intelligent decision support module utilizes data analysis and forecasting technologies to deeply explore the value of procurement data, providing scientific and accurate suggestions for enterprises' procurement decisions, helping them optimize procurement strategies and reduce procurement costs.

[0030] This data analytics module acquires various data generated during the procurement process from the data layer, including purchase order data, supplier performance data, inventory data, and cost data. It uses data mining and statistical analysis methods to perform multi-dimensional analysis of this data. By comparing the purchase prices, on-time delivery rates, and product quality pass rates of different suppliers, it evaluates supplier performance; analyzes the composition and trends of procurement costs to identify key cost control points; and studies the relationship between inventory levels and procurement demand to determine reasonable inventory warning lines and replenishment strategies. Through data analysis, it was discovered that the purchase prices of a certain type of office supplies fluctuated significantly over a period of time, and some suppliers had low on-time delivery rates, affecting the company's normal operations. To address this issue, the module can further analyze the reasons for price fluctuations, such as rising raw material prices and changes in market supply and demand, and evaluate the overall performance of different suppliers in terms of price and on-time delivery rates, providing data-driven support for subsequent procurement decisions.

[0031] Forecasting technology combines market dynamics, industry trends, and the company's own development plans, utilizing time series analysis and regression analysis models to predict procurement demand, price trends, and supplier risks. Based on historical procurement data and market demand trends, it predicts the demand for various office supplies in the near future, helping companies to plan their procurement in advance and avoid losses due to shortages or overstocking. By analyzing and predicting raw material market price trends and assessing supplier production capacity and supply stability, it predicts changes in procurement prices and potential supplier risks, such as supply disruptions and quality issues. Based on these predictions, it provides companies with reasonable procurement timing and quantity recommendations. If it predicts a significant increase in the market price of a commonly used office supply in the coming months, and the supplier's production capacity may be affected by insufficient raw material supply, the module will suggest that the company increase its procurement volume in advance and sign long-term supply contracts with suppliers to lock in prices and ensure supply. Simultaneously, it determines the quantity of each purchase based on inventory levels and predicted demand to avoid inventory backlog and capital tied up. Through the intelligent decision support module, companies can make more scientific and accurate procurement decisions, improving the efficiency and effectiveness of procurement management and enhancing their competitiveness in the market.

[0032] This system comprises multiple functional modules that work closely together to cover the entire process of office supplies procurement, achieving intelligent, information-based, and efficient procurement management.

[0033] The procurement requirements management module is primarily responsible for collecting, organizing, and managing procurement requirements from various departments within the company. Departments can submit procurement requests online, detailing the name, specifications, quantity, expected usage time, and reason for the requirement for office supplies. The system automatically summarizes and categorizes these requests, prioritizing them by urgency and importance, and sends them to relevant personnel for approval according to a pre-defined approval process. During the approval process, approvers can view the request details and provide feedback, such as approval, rejection, or modification requests. The procurement department can track the approval progress in real time and prioritize urgent requests. This module also supports change management for procurement requirements. When a department needs to adjust the specifications, quantity, or delivery time of procured materials, it can submit a change request in the system. After the appropriate approval process, the original procurement requirement is updated. Through this module, standardized management of procurement requirements is achieved, improving the efficiency of requirement collection and approval, and ensuring that procurement activities accurately meet the actual needs of various departments within the company.

[0034] The Supplier Management module is used for comprehensive supplier management. First, a supplier database is established, collecting basic supplier information, including company name, contact information, address, business license, tax registration certificate, and detailed information on the supplier's product range, pricing structure, production capacity, delivery time, and after-sales service. Suppliers undergo qualification review and credit assessment. Based on the review and assessment results, suppliers are classified and graded, such as high-quality suppliers, qualified suppliers, and suppliers under investigation. During the procurement process, the system selects qualified suppliers from the database based on procurement needs and prioritizes them based on their ratings and past cooperation history. Simultaneously, this module supports supplier performance tracking and evaluation, regularly collecting data on on-time delivery rate, product quality pass rate, and after-sales service response speed, generating supplier performance reports to provide a basis for supplier selection and adjustment of cooperation strategies. Suppliers with excellent performance can be given more cooperation opportunities and preferential policies; for suppliers with poor performance, timely communication is maintained to request improvement. If repeated improvements are ineffective, consideration is given to reducing or terminating cooperation. The supplier management module helps companies build a stable and high-quality supplier team, reduce procurement risks, and improve procurement quality and efficiency.

[0035] Contract Management Module: Enables full lifecycle management of procurement contracts. After a supplier is selected, the system automatically generates a procurement contract template based on the purchase order information and the terms negotiated by both parties. The contract content includes the name, specifications, quantity, price, delivery time, quality standards, payment method, and key information regarding liability for breach of contract for the procured materials. After review by the procurement and legal departments, the contract template is sent to the supplier for confirmation and signing. Signed contracts are archived and managed in the system for easy access and traceability. During contract execution, the system tracks contract performance in real time, including delivery progress, acceptance status, and payment status. It provides early warnings for contracts nearing expiration or key performance milestones. When disputes or changes arise during contract execution, relevant personnel can record the details and reasons for changes in the system. After approval, the contract can be modified accordingly. The contract management module ensures the legality, validity, and standardization of procurement contracts, strengthens supervision and management of contract execution, reduces contract risks, and protects the company's legitimate rights and interests.

[0036] The order management module is responsible for the creation, issuance, tracking, and management of purchase orders. Based on approved procurement needs and selected suppliers, the procurement department generates purchase orders in the system. Order details include information on the procured materials, supplier information, delivery address, and delivery time. After generation, purchase orders are sent directly to suppliers through the system, who then confirm receipt. The system tracks the execution status of purchase orders in real time, including stages such as order issuance, supplier confirmation, shipment, in transit, arrival, and acceptance. Procurement personnel and requesting departments can check the latest order status at any time. For situations such as delayed shipments, shortages, or quality issues, the system promptly issues early warnings and provides problem-solving procedures and suggestions, such as communicating and negotiating solutions with suppliers and processing returns and exchanges. The order management module also supports order modification and cancellation. Under certain conditions, the procurement department can modify or cancel orders and communicate and coordinate with suppliers accordingly. Through the order management module, efficient management of purchase orders is achieved, improving the transparency and controllability of the procurement process and ensuring that procured materials are delivered on time, in accordance with quality standards, and in the required quantities.

[0037] The inventory management module is used for real-time monitoring and management of office supplies inventory. The system interfaces with the enterprise's warehouse management system to obtain real-time information on the quantity, location, receipt time, and issuance time of inventory materials. By setting a safety stock warning line, the system automatically triggers a replenishment reminder when the inventory level falls below the warning line. Combining procurement demand forecasts and historical procurement data, it generates reasonable replenishment suggestions, including replenishment quantity and timing. When materials are received, warehouse managers enter receiving information into the system, such as the receiving order number, supplier, material name, specifications, quantity, and quality inspection results; the system automatically updates the inventory data. When materials are issued, the system records issuance information based on the issuance request, such as the issuance order number, receiving department, receiving personnel, material name, specifications, and quantity, while simultaneously reducing the inventory level. This module also supports inventory counting, periodically checking the inventory against the system's data to verify consistency. If discrepancies are found, adjustments are made promptly, and an inventory count report is generated. The inventory management module helps companies to reasonably control inventory levels, avoid inventory backlog and stockouts, and improve inventory turnover and capital utilization efficiency.

[0038] The financial management module is primarily responsible for financial management during the procurement process. It integrates with the company's financial system to achieve data sharing and interaction. After a purchase order is generated, the financial management module generates a corresponding financial budget and payment plan based on the order amount and payment method. When the supplier delivers the goods and provides an invoice, the system verifies and reviews the invoice information. Upon approval, payment is arranged according to the payment plan, and payment details are recorded, including payment date, payment amount, payment method, and invoice number. Simultaneously, the financial management module calculates and analyzes procurement costs, statistically analyzing the procurement costs of different types of office supplies at different times, comparing budgets with actual expenditures, and analyzing the reasons for cost discrepancies, providing data support for the company's cost control and decision-making. For example, cost analysis may reveal that the procurement cost of a certain type of office supplies is too high. Further analysis may indicate that this is due to unreasonable procurement channels or excessively small purchase quantities. The company can then adjust its procurement strategy accordingly to reduce procurement costs. Furthermore, this module supports the generation of various financial reports, such as procurement cost reports and accounts payable reports, facilitating financial accounting and management for finance personnel and decision-making analysis for company management.

[0039] Example 1: Procurement of daily office supplies for small businesses; A small company with approximately 50 employees, primarily engaged in advertising design, previously faced cumbersome, time-consuming, and costly procurement processes for office supplies. After implementing this intelligent centralized procurement system for office supplies, the procurement process has been significantly simplified and optimized.

[0040] At the beginning of each month, department heads submit their procurement requests online through the system's user interface, detailing the names, specifications, and quantities of the required office supplies. For example, the design department might need to purchase A4 printing paper, color ink cartridges, and drawing pencils. The system's procurement request management module automatically aggregates the requests from each department and, according to a pre-defined approval process, sends the procurement applications to the company head for approval. Because the approval process is electronic, company heads can approve requests anytime, anywhere via computer or mobile phone, significantly reducing approval time.

[0041] Once approved, the system's automated matching algorithm begins operation. Based on the procurement requirements, it filters suitable suppliers from the system's supplier database. During the filtering process, the algorithm comprehensively considers multiple dimensions of information, including product price, quality, delivery time, and reputation. Through analysis of historical procurement data and market price fluctuations, the system identifies a supplier with a price advantage in printing paper and ink cartridges, a high on-time delivery rate, and product quality praised by other customers; while another supplier offers more cost-effective drawing pencils. Therefore, the system presents these two suppliers as recommendations to the procurement personnel.

[0042] Purchasing personnel, referring to the system's recommendations and combining their own experience and judgment, ultimately select suppliers and generate purchase orders within the system. Orders are sent directly to suppliers through the system, who then confirm receipt. During order execution, purchasing personnel and the requesting department can track the order status in real time through the system, such as "order placed," "supplier confirmed," "shipped," "in transit," and "delivered." When materials arrive, the relevant department is responsible for acceptance, and the acceptance personnel record the results in the system. If the acceptance is satisfactory, the materials are put into storage, and the system automatically updates the inventory data; if there are quality issues or quantity shortages, purchasing personnel can communicate and negotiate with the supplier through the system to resolve the problem.

[0043] Through this system, the small business's office supplies procurement cycle was shortened from an average of 10 days to 3-5 days, and procurement costs were reduced by approximately 15%. At the same time, the transparency of the procurement process was greatly improved, allowing departments to understand the procurement progress in real time, reducing communication costs and misunderstandings caused by poor information flow, and effectively improving the company's overall operational efficiency.

[0044] Example 2: Centralized Procurement of Materials for Large-Scale Projects by Medium-Sized Enterprises; A medium-sized enterprise with approximately 300 employees is undertaking a large-scale engineering project. This project involves multiple departments, including engineering, technology, and procurement, and has a wide variety and large quantity of office and engineering supplies needed. During the project's material procurement process, the company used this intelligent centralized procurement system for office supplies, achieving efficient procurement management.

[0045] At the initial stage of the project, each department submitted detailed procurement requests in the system based on the project plan and its own needs. The engineering department needed to purchase a large amount of building materials and construction tools; the technical department needed to purchase professional testing equipment and computer servers. The procurement requirements management module summarized and categorized these requests, and prioritized them according to the project schedule and urgency.

[0046] The system's business logic layer collaborates with various departments to communicate and confirm requirements, ensuring the accuracy and completeness of procurement needs. In this process, the intelligent decision support module plays a crucial role. By analyzing historical project procurement data and considering current market conditions and the actual project situation, it provides procurement suggestions to each department, such as reasonable procurement quantities, procurement timing, and alternative material solutions. For materials with highly volatile prices, the module recommends that the procurement department stockpile a certain quantity in advance based on market forecasts to avoid increased costs due to price increases.

[0047] In the supplier selection process, the system's automated matching algorithm comprehensively considers factors such as the supplier's production capacity, product quality, price, delivery time, and past cooperation with the company. Through big data analysis, the system identifies multiple potential suppliers and generates detailed supplier evaluation reports. These reports include scores for various supplier indicators, as well as analyses of their strengths and weaknesses. The purchasing department then organizes relevant experts to conduct further investigations and reviews of the suppliers, ultimately determining the most suitable one.

[0048] Once a supplier is selected, the system automatically generates a procurement contract template. The contract covers detailed information about the materials, price, delivery time, quality standards, and key payment terms. After review by the legal department, the contract is signed with the supplier. During contract execution, the system tracks contract performance in real time, including delivery progress, acceptance status, and payment status. In case of any anomalies, such as delayed delivery by the supplier or non-compliance with material quality requirements, the system promptly issues an alert and provides corresponding solution suggestions, such as negotiating with the supplier to adjust the delivery time, requesting replacement goods, or providing compensation.

[0049] Through this system, the medium-sized enterprise effectively coordinated the needs of various departments in the centralized procurement of materials for large-scale projects, improving procurement efficiency and material quality. Procurement costs were reduced by approximately 12% compared to similar projects in the past, while ensuring the smooth progress of the project and avoiding delays caused by material supply issues.

[0050] Example 3: Cross-regional procurement by large enterprise groups; A large enterprise group with branches in multiple regions across the country and over 5,000 employees faced challenges in office supplies procurement, including inconsistent standards, high costs, and difficulties in resource integration. After implementing this intelligent centralized procurement system for office supplies, the company achieved unified management and optimized resource allocation for cross-regional procurement.

[0051] Purchasing personnel at each branch office submit procurement requests through the system's user interface, following standardized procurement standards and procedures. These requests are aggregated in real-time at the group's procurement management center, where the procurement request management module centrally processes and analyzes them. The system optimizes the allocation of procurement resources based on each branch office's geographical location, historical procurement data, and market supply conditions.

[0052] In terms of supplier management, the group has established a unified supplier database covering high-quality suppliers of various office supplies. The automated matching algorithm selects the most suitable suppliers from the database based on the procurement needs of each branch, taking into account factors such as transportation costs and delivery time, and recommends the optimal procurement plan for each branch. For some common office supplies, such as office equipment and furniture, the system uses centralized procurement to sign framework agreements with suppliers, obtaining more favorable prices and service terms. Then, based on the actual needs of each branch, the supplies are allocated and distributed.

[0053] During the procurement process, the intelligent decision support module provides the group with comprehensive data analysis and decision-making support. It comprehensively analyzes the procurement data of each branch, including procurement costs, material usage, and supplier performance, identifying potential cost-saving opportunities and management optimization points. By comparing procurement prices and supplier selections across different regional branches, it was found that some regional branches had higher costs when procuring certain types of materials. Further analysis revealed that this was due to unreasonable supplier selection and small purchase quantities. Based on these analysis results, the group adjusted its procurement strategy, consolidating the procurement needs of these regional branches, selecting higher-quality suppliers, and increasing purchase quantities, thereby reducing procurement costs.

[0054] Meanwhile, the system enables full monitoring and management of the procurement process. Branch offices and group management can view the execution status of purchase orders, inventory levels, and financial data in real time, ensuring transparency and controllability in procurement activities. Through the system's collaborative functions, branch offices can share procurement experience and resources, strengthening communication and cooperation.

[0055] Through this system, the large enterprise group achieved resource integration and unified management of cross-regional procurement, reducing procurement costs by approximately 18% and improving procurement efficiency by approximately 30%. At the same time, it enhanced the group's control over the procurement activities of its various branches, thereby strengthening the company's overall competitiveness.

[0056] Example 4: Centralized Procurement of Office Equipment for Government Agencies; A government agency has consistently faced challenges in procuring office equipment, including cumbersome processes, low transparency, and inefficient procurement. To improve procurement management and meet the agency's need for efficient office operations, this intelligent centralized procurement system for office supplies was introduced.

[0057] During the procurement requirements phase, each department submits an office equipment procurement request in the system based on actual work needs, detailing the name, model, configuration, quantity, and budget information of the required equipment. The procurement requirements management module aggregates and reviews the requests to ensure that the procurement requirements comply with the government's procurement policies and budget requirements. Simultaneously, the system assesses the reasonableness of the procurement budget based on historical procurement data and market price information, providing a reference for procurement decisions.

[0058] In the supplier selection phase, the system's automated matching algorithm filters suppliers with the appropriate qualifications and capabilities from the supplier database based on procurement needs. Government procurement has strict regulatory requirements, and the system strictly adheres to relevant laws, regulations, and procurement procedures to ensure fair, impartial, and transparent supplier selection. Qualified suppliers are invited to participate in bidding through open tenders and competitive negotiations. During the evaluation process, the system combines expert review opinions with the supplier's overall strength, including product quality, price, after-sales service, and reputation factors, to determine the winning supplier.

[0059] During contract signing and execution, the system automatically generates standardized procurement contracts, clearly defining the rights and obligations of both parties. The contract management module tracks and monitors contract performance in real time, ensuring that suppliers deliver equipment according to the agreed-upon time and quality standards. During equipment acceptance, acceptance personnel record the acceptance results in the system based on the contractually agreed-upon acceptance criteria. If acceptance is successful, the system automatically completes the payment process; if quality issues are found, the system promptly notifies the supplier to rectify or return / replace the goods.

[0060] The intelligent decision support module provides government agencies with procurement data analysis and decision support. It conducts in-depth analysis of various data generated during the procurement process, including procurement costs, equipment usage, and supplier performance, providing data support for government agencies to formulate procurement policies and optimize procurement processes. Through data analysis, it was found that certain office equipment is procured frequently and experiences significant market price fluctuations. Therefore, it is recommended that government agencies establish long-term cooperative relationships with suppliers and use framework agreements for procurement to stabilize prices and reduce costs.

[0061] Through this system, the government agency has significantly improved its procurement efficiency in centralized office equipment procurement, shortening the procurement cycle by approximately 40%. At the same time, the transparency of the procurement process has been greatly enhanced, effectively preventing corruption and improving the credibility of the government agency. Procurement costs have also been effectively controlled, decreasing by approximately 15% compared to the past.

[0062] Example 5: Procurement of teaching materials for educational institutions; An educational institution with multiple campuses covering primary, middle, and high school education faces challenges in procuring teaching materials, including a wide variety of items, high quality requirements, and stringent timeliness demands. After implementing this intelligent centralized procurement system for office supplies, the management level of teaching material procurement has been greatly improved.

[0063] Each campus's teaching and logistics departments submit procurement requests for teaching materials, including textbooks, stationery, laboratory equipment, and sports equipment, based on teaching plans and actual needs. The procurement demand management module summarizes and categorizes these requests, prioritizing them according to teaching progress and the urgency of the materials. The system's intelligent decision support module combines historical procurement data with teaching demand forecasts to provide procurement departments with suggestions such as reasonable procurement quantities, procurement timing, and material storage strategies.

[0064] During the supplier selection process, the system's automated matching algorithm comprehensively considers factors such as product quality, price, delivery time, after-sales service, and experience in cooperating with educational institutions. Educational institutions have extremely high quality requirements for teaching materials, and the system selects high-quality suppliers through analysis of supplier qualifications, product quality inspection reports, and user reviews. For textbook suppliers, the system focuses on the quality of textbook writing, the timeliness of content updates, and alignment with the curriculum syllabus; for experimental equipment suppliers, the system focuses on the safety, accuracy, and stability of their products.

[0065] Once a supplier is selected, the system generates a procurement contract and tracks the entire contract execution process. Upon arrival of the materials, relevant campus personnel inspect them and record the inspection details in the system, including whether the quantity, quality, and specifications of the materials meet the requirements. If any quality issues are found, the system promptly notifies the supplier to address them, ensuring that teaching materials are supplied on time, in accordance with quality standards, and in the required quantity.

[0066] Meanwhile, the system's inventory management module monitors and manages the inventory of teaching materials in real time. Based on the teaching needs and inventory status of each campus, it automatically generates replenishment reminders and procurement plans. Through reasonable inventory management, it avoids the accumulation and shortage of materials, improving the efficiency of fund utilization. The intelligent decision support module also analyzes the usage of teaching materials, providing a basis for educational institutions to optimize the allocation of teaching resources. Analysis revealed that the utilization rate of experimental equipment in certain subjects was low. After communication with the teaching departments, the procurement plan was adjusted, reducing unnecessary purchases and allocating funds to the procurement of more urgently needed teaching materials.

[0067] Through this system, the educational institution reduced its teaching material procurement costs by approximately 13% and improved procurement efficiency by approximately 35%. At the same time, it ensured the quality and timely supply of teaching materials, providing strong support for the smooth operation of teaching activities.

[0068] Compared with traditional procurement methods, this invention has many significant advantages, effectively solving many pain points in traditional procurement and bringing a more efficient and high-quality procurement experience to enterprises and organizations.

[0069] In terms of procurement efficiency, traditional procurement processes are cumbersome and complex, involving multiple layers of approval from various departments. Manual supplier screening and order processing are time-consuming and labor-intensive, resulting in lengthy procurement cycles. According to relevant research, traditional procurement takes an average of 10-15 days to complete a medium-sized office supplies purchase. This invention, through automated procurement processes and intelligent algorithms, achieves rapid review of procurement needs, accurate supplier matching, and automatic generation and tracking of purchase orders. Taking the small enterprise in the example, after adopting this system, the procurement cycle is shortened to 3-5 days, significantly improving procurement efficiency and enabling the enterprise to respond more quickly to business needs, ensuring timely supply of office supplies.

[0070] In terms of procurement cost control, traditional procurement suffers from high costs due to fragmented demand, difficulty in achieving economies of scale, weak bargaining power, and a lack of effective market price monitoring and analysis. Furthermore, the management costs of manual operations and inventory costs resulting from overstocking or stockouts further increase the burden on enterprises. This invention integrates internal enterprise needs through centralized procurement and big data analysis, creating economies of scale and enabling better prices and terms in negotiations with suppliers. Real-time monitoring and analysis of market price fluctuations provide enterprises with optimal procurement timing suggestions, avoiding high-priced purchases. The system's inventory management function enables precise replenishment based on procurement demand forecasts and actual inventory levels, reducing the risk of overstocking and stockouts, and lowering inventory costs. According to data from multiple embodiments, enterprises using this system have generally seen a 12%-18% reduction in procurement costs.

[0071] In terms of procurement quality assurance, traditional procurement models suffer from inconsistent supplier quality, lack of standardized procurement standards, and inadequate quality monitoring, easily leading to quality problems with procured materials. This invention establishes a rigorous supplier screening and evaluation mechanism, assessing suppliers from multiple dimensions, including product quality, reputation, and production capacity, ensuring the selection of high-quality suppliers. Through unified procurement standards and a comprehensive quality monitoring system, the quality of procured materials is tracked and controlled throughout the entire process. For example, quality standards and liabilities for breach of contract are clearly defined in the contract management module, and strict inspection is conducted according to standards during the acceptance phase, with timely handling of any quality issues. This significantly improves the quality pass rate of procured materials, effectively reducing losses and risks caused by quality problems and improving the operational quality of the enterprise.

[0072] The intelligent centralized procurement system for office supplies of this invention has significant value for enterprises and organizations, and can help them achieve management optimization and competitiveness enhancement on multiple levels.

[0073] In terms of optimizing supply chain management, the system enables centralized management and deep collaboration with suppliers. By sharing procurement information in real time, it strengthens communication and cooperation between enterprises and suppliers, improving the transparency and stability of the supply chain. Enterprises can dynamically adjust their cooperation strategies based on supplier performance, establishing long-term and stable strategic partnerships with high-quality suppliers to jointly address market changes and risks. In the example of the large enterprise group, the system integrated supplier resources, reducing the number of suppliers by approximately 30%, while optimizing the supplier structure, enhancing the resilience and risk resistance of the supply chain, and ensuring a stable supply of materials.

[0074] To enhance the scientific nature of decision-making, the intelligent decision support module utilizes data analysis and forecasting technologies to provide enterprises with comprehensive and accurate procurement data and decision-making suggestions. Based on this data, enterprise management can gain a deeper understanding of procurement cost structure, material demand trends, and supplier performance information, thereby formulating more scientific and reasonable procurement strategies and budget plans. By analyzing historical procurement data and market dynamics, it predicts procurement price trends and changes in material demand, helping enterprises prepare for procurement in advance, seize procurement opportunities, and optimize the allocation of procurement resources. This transforms enterprise procurement decisions from relying on experience and subjective judgment to data-driven scientific decision-making, effectively reducing decision-making risks and improving the accuracy and efficiency of decision-making.

[0075] From a competitiveness perspective, the improved procurement efficiency, reduced costs, and enhanced quality assurance brought about by this system directly strengthen a company's market competitiveness. An efficient procurement process enables companies to respond more quickly to market changes and customer needs, adjust business strategies promptly, launch new products or services, and seize market opportunities. Reduced procurement costs translate into profit margins, giving companies a competitive edge in price competition. High-quality procured materials provide reliable support for production and operations, improve product and service quality, and enhance customer satisfaction and loyalty. For government agencies and educational institutions, the system improves resource allocation efficiency, enhances credibility and service quality, and helps them better fulfill their social responsibilities and missions. In the fierce market competition, companies and organizations adopting this system can stand out and achieve sustainable development.

[0076] The embodiments of this application have been described above with reference to the accompanying drawings. Unless otherwise specified, the embodiments and features in the embodiments of this application can be combined with each other. This application is not limited to the specific embodiments described above. The specific embodiments described above are merely illustrative and not restrictive. Those skilled in the art can make many other forms under the guidance of this application without departing from the spirit and scope of the claims, and all of these forms are within the protection scope of this application.

Claims

1. An automated matching intelligent centralized procurement system for office supplies, characterized in that: It includes a layered architecture, an automated matching core algorithm module, and an intelligent decision support module; The layered architecture includes a user interface layer, a business logic layer, and a data layer, with each layer having its own division of labor and working together; the user interface layer receives user operation instructions and procurement requirement information, and presents the system processing results; The business logic layer receives requests from the user interface layer, performs business logic processing such as procurement requirement review, supplier screening and matching, purchase order generation and tracking, and contract management, and calls the data layer interface to obtain or store data. The data layer stores various types of data required for the system to operate, providing data support for the business logic layer. The automated matching core algorithm module is based on big data analysis and machine learning technology to achieve accurate matching between procurement needs and supplier information and generate a supplier recommendation list. The intelligent decision support module provides data support and suggestions for procurement decisions through data analysis and prediction technologies.

2. The automated matching intelligent procurement system for office supplies according to claim 1, characterized in that: The user interface layer supports access from multiple terminals, including computers and tablets; It also provides multiple role-based access points, covering procurement personnel, personnel from demanding departments, suppliers, and managers; The processing results presented by the user interface layer include procurement progress, order status, and supplier information.

3. The automated matching intelligent procurement system for office supplies according to claim 2, characterized in that: When performing procurement requirement review, the business logic layer judges the compliance of the requirement based on preset procurement standards; when performing supplier screening and matching, it retrieves supplier information from the data layer and determines potential suppliers by combining the analysis results of the automated matching core algorithm module. When tracking purchase orders, the execution status of the orders is synchronized in real time, including whether the order has been placed, the supplier has confirmed, the goods have been shipped, the goods are in transit, the goods have arrived, and the goods have been accepted.

4. The automated matching intelligent centralized procurement system for office supplies according to claim 3, characterized in that: The data layer uses a MySQL or Oracle database management system. The stored data includes procurement demand data, supplier information, contract data, order data, inventory data, and financial data. The data layer provides basic operation interfaces for adding, deleting, modifying, and querying data, and improves data query and storage performance by establishing data indexes and optimizing the database structure.

5. The intelligent centralized procurement system for office supplies with automated matching according to claim 4, characterized in that: The big data analytics technology of the core algorithm module for automated matching specifically includes integrating historical procurement data from within the enterprise, supplier information, and external market data; cleaning, transforming, and storing the data to build a data warehouse; and analyzing patterns in procurement demand, supplier supply capacity, price fluctuations, and product quality stability. The machine learning technology specifically employs classification and recommendation algorithms. The classification algorithm categorizes procurement demands by material type, specifications, and quality requirements, while also classifying and labeling supplier products and services to screen potential matching targets. The recommendation algorithm combines users' historical purchasing behavior, preferences, and comprehensive evaluations of suppliers to generate a personalized supplier recommendation list, and dynamically optimizes the matching accuracy based on market changes and enterprise needs.

6. The automated matching intelligent centralized procurement system for office supplies according to claim 5, characterized in that: The data analysis technology of the intelligent decision support module specifically includes acquiring purchase order data, supplier performance data, inventory data, and cost data from the data layer. Through data mining and statistical analysis, it compares supplier purchase prices, on-time delivery rates, and product quality pass rates to evaluate supplier performance, analyzes the composition and changing trends of purchase costs, and studies the relationship between inventory levels and purchase demand to determine inventory warning lines and replenishment strategies. The forecasting technology specifically employs time series analysis and regression analysis models, combined with market dynamics, industry trends, and corporate development plans, to predict purchase demand, price trends, and supplier risks, and outputs recommendations for purchase time and quantity.

7. The automated matching intelligent centralized procurement system for office supplies according to claim 6, characterized in that: The system also includes a procurement demand management module, whose specific functions include: receiving procurement applications submitted online by various departments, with application information including material name, specifications, quantity, expected usage time, and reason for demand; automatically summarizing and classifying procurement demands, and sorting them by urgency and importance; sending applications to relevant responsible persons for approval according to a preset approval process, and supporting the recording of approval comments; tracking the approval progress in real time, and supporting procurement demand change management.

8. The automated matching intelligent centralized procurement system for office supplies according to claim 7, characterized in that: The system also includes a supplier management module, whose specific functions include: establishing a supplier information database to store basic and business information of suppliers; conducting qualification review and credit assessment of suppliers, and classifying and grading suppliers according to the assessment results; regularly collecting data on supplier delivery timeliness, product quality pass rate, and after-sales service response speed, generating supplier performance reports, and adjusting cooperation strategies with suppliers based on the reports.

9. The automated matching intelligent centralized procurement system for office supplies according to claim 8, characterized in that: The system also includes a contract management module, whose specific functions include: automatically generating purchase contract templates based on purchase order information and negotiated terms, with the templates containing material names, specifications, quantities, prices, delivery times, quality standards, payment methods, and liabilities for breach of contract; supporting the sending of contract templates to suppliers for confirmation and signing after review by the purchasing and legal departments; archiving and managing signed contracts and tracking contract performance in real time; providing early warnings for expiring contracts or key obligation milestones; and supporting the recording and modification of contract disputes.

10. The automated matching intelligent centralized procurement system for office supplies according to claim 1, characterized in that: The system also includes at least one of the following modules: Order Management Module: Functions include generating purchase orders based on approved procurement needs and selected suppliers, sending orders to suppliers, and receiving confirmation responses; Real-time tracking of order execution status; alerts for delayed shipments, stock shortages, and quality issues; and suggestions for problem-solving. Supports order modification and cancellation operations; Inventory Management Module: Functions include connecting with the warehouse management system to obtain real-time inventory information; Set a safety stock warning line. When the inventory falls below the warning line, a replenishment reminder will be automatically triggered. Replenishment suggestions will be generated based on procurement demand forecasts. Record material inbound and outbound information and automatically update inventory data; Supports inventory counting, verifies and adjusts discrepancies between system and actual inventory, and generates inventory count reports; Financial Management Module: Functions include integration with the enterprise's financial system to generate financial budgets and payment plans based on order amounts and payment methods; Verify and audit supplier invoices, arrange payments according to the payment plan and record details after approval; calculate and analyze procurement costs, statistically analyze the procurement costs of materials in different periods and categories, compare budgets with actual expenditures and analyze the reasons for differences. Generate procurement cost reports and accounts payable reports.

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