Beating Fraudsters at Their Game: Insights on How Procurement Solutions Help to Curb Fraud (Published May 30th, 2019: MWUG Spring Newsletter) Fraud cases are on the rise. Today, many businesses fall prey to fraudsters, thanks to technological loopholes. Fraud has adverse effects on an enterprise regardless of the size. Among the main outcomes of fraud…
Gain Visibility and Control of Your Spend
iPurchase®, Purchase Requisition Management System, is a web based (can be implemented on-premise or in the cloud) solution utilizing the same configurable rules-based technology as iApprove® for routing and approval of PO Requisitions. iPurchase creates Purchase Orders upon Requisition approval and provides functionality such as Supplier Ecommerce Shopping (Punchouts), Supplier Pricing Catalog Management, Project Budgeting & Spend Tracking, PO Change Orders, PO/Receipts Inquiry, Mobile functionality, Purchasing Analytics, Process Metrics, and more.
iPurchase was built to be mobile friendly making it accessible to any smartphone or tablet device. Productivity is greatly enhanced by allowing users access to functions as if they were in the office. For example, purchases can be reviewed and approved, via email and SMS text alerts which reduces turnaround time from Days to Hours. By significantly reducing the ‘request to order’ cycle time, cash flow and ultimately net profit are positively impacted.
With iPurchase the Clients Achieve Savings Through Four Key Factors
The amount of spend that is managed via a professional procurement process.
The level of savings that are negotiated and contracted.
The amount of those savings that are actually realized through compliance management
Continuous Cost Improvement
Incremental savings that can be driven post-sourcing.
Key Product Features
Purchase Requisitions Simplified
ISS Group’s procurement software guides your employees across the buying process, delivering a seamless shopping experience, while surfacing preferred products and services to alert employees to discounted pricing and other advantageous terms.
Real-time Integrated with QAD and will also Operate in Hybrid ERP Environments
iPurchase reads the QAD Supplier Master table, the Item Master table, etc. in real time, as well as writes to the QAD Purchase Requisition table in real-time, eliminating the need for redundant data entry, which in turn reduces human error; improving efficiency and greatly enhancing productivity. Master file data is maintained in one place, QAD. iPurchase not only works with QAD EA. Any ERP solution can be integrated with iPurchase to allow a user to create a purchase order in their ERP solution after a request is approved.
Intuitive Web-based solution (Plug and Play!) – Expedited Training/Utilization
iPurchase, Purchase Requisition Management System, allows a user of to access the system using only a web browser making deployment to hundreds of user’s quick and simple, as well as ongoing maintenance/upgrades extremely efficient. Users can access the system from virtually anywhere with Internet access. Because iPurchase has been developed as a web based solution, utilization of the application is very quick, leading to rapid ROI.
eCommerce Shopping with all Major Suppliers (Punch-outs)
iPurchase, Purchase Requisition Management System, will allow your organization to link the system with all major suppliers to enable a user to be able to order items on the suppliers website and pull this data back into iPurchase for approval. Once these items are approved, a purchase order will be created in your ERP Solution.
Dynamic Rules Based Approval Routing (No more Rogue Spending)
iPurchase uses the iApprove™ Rules Based Approval Routing Engine that allows the end-user organization to easily configure/create the most challenging, or simple approval routing-rules. There is NO limit to the number of approval routing-rules which can be created, or the number of conditions (And’s & OR’s) in a given approval routing rule. The iApprove™ approval routing engine provides for rules to be created using any and all of the data within the quote, for simultaneous as well as sequential approvals, for group approvals, for approval re-routing based on changes made to a quote, for retracting of a quote by the originator and re-submission of a quote for multiple approval attempts, and much more. Click here to view our ‘how-to’ video on simple approval rules. Click here to view our ‘how-to’ video on complex approval rules
Originator of a PO Requisition having the ability to share the information in a requisition with a colleague, prior to Approval Routing.
Work Order Integration at Line Level
Purchase orders within iPurchase can be linked to work orders. This feature allows the users of iPurchase to enter work order number, lot number, and routing number for a specific work order for a subcontractor.
Project Budgeting: Track Spend against Budgets
iPurchase permits projects to be maintained within the system. This function allows a user to place purchases against these project which in turn tracks each approved purchase…complete audit trail…for budgeting purposes.
Charge PO to multiple Cost Centers
Each line of a purchase order can be assigned to a different cost Center (Department). This feature helps streamline the process of creating requests within iPurchase. Click here to view our hor to video on how to charge a PO to multiple cost centers
Line Item Approval Capability
Since iPurchase has the ability to approve line items, a user submitting a request does not have to recreate their whole submission if just one item is rejected. This again helps streamline the process of submitting and approving requests which saves time, increases efficiency and productivity.
Purchasing Analytics – United Nations Standard Products and Services Code (UNSPSC)
iPurchase features robust reporting tools utilizing many types of graphs and charts to display any data within the system. The results of these queries can then be exported to Microsoft Excel for further analysis.
Integrated with eMail and Microsoft Excel
eMail notifications are sent to the appropriate user when they need to approve/reject a request, or when a request is approved or rejected. iPurchase Query tool, can be downloaded into MS Excel for analytical and reporting purposes.
Given that iPurchase is a completely web based application it can be accessed by many different smartphones, including iPhones, Android, Blackberry, and Windows powered devices. By providing mobile access, purchases can be reviewed and approved, via SMS Text Alerts, by the required people who may be out of the office which reduces the request to purchase order turnaround time from days to hours. By significantly reducing the ‘request to order’ cycle time, cash flow and ultimately net profit are positively affected.
QAD Purchase Order Inquiry/Re-print
iPurchase has a feature which enables the user to access QAD data without the need of a QAD User license. A user has the ability to look up old purchase orders, and reprint them on an ‘as-needed’ basis.
iPurchase Supplier Catalog Management
Supplier Catalog Management
iPurchase has the ability to import suppliers catalogs allowing users visibility and access to all supplier items without leaving the iPurchase solution.
Catalog Import Summary and Discrepancy Reporting
Catalogs are imported into iPurchase as necessary. Discrepancy reports are created and will track the differences between the existing approved catalog and the newly imported one …full audit traceability. A buyer has the authority to either approve or reject supplier catalog. Once the catalog is approved, it will be available to the rest of the users for purchase requests.
Catalog Market Testing (Request For Quotation)
An iPurchase catalog market testing allows the user to send their list of requested items to multiple vendors to locate the least expensive cost per item. Once all the items are located the user can then choose the least expensive, best rated and/or most applicable item for their request and submit it for approval.
eCommerce Look and Feel
Supplier catalog section of iPurchase includes such features as a search, favorite lists, shopping cart, and product drill downs. This look and feel is familiar to most users which, once again streamlines the process of creating a request…increase in efficiency and productivity.
iPurchase displays links to images that are contained within the supplier catalog.
The shopping templates are items that a user will request often (i.e., Favorites).
Multi-Vendor Shopping Carts
A user can pick items from different venders in order to create one purchase request. Once this request is approved, different purchase orders will be created and sent to the appropriate vendor.
Catalog Searching is performed via Keyword and/or United Nations Standard Products and Services Code (UNSPSC) Categorization Hierarchy
Users can search through a supplier’s catalog easily using different types of criteria. For example the user has the ability to use the item name, number or even the item description to find the specific product. UNSPSC codes can also be used to search for specific items
Multi-Currency Shopping Cart Recap by Supplier
iPurchase has the ability to use different currencies when the items are placed in the shopping cart. This feature streamlines the process of creating requisitions by the user not having to create multiple requests for different currencies
Each item in the suppliers catalog has a product rating. These rating can be used to choose the best item for the user to purchase. The user can also rate these products themselves.
MRP Action Center: Integrated with QAD MRP
- One-Click integration to Create/Change Purchase Orders based on Action Messages
- Select Messages individually or Select groups of related messages
- Audit History of all actions performed by user and date
- Export Actions to Excel
- Ability to ignore messages for later processing
- Color coded for easy message identification
BEST-IN-CLASS organizations can deliver FIVE TIMES the bottom-line impact of average companies
Supplier Relationship Improvement
When you have sound and efficient supplier relationships, you get the supplies and services that you need quickly and at the lowest cost.
Key factors for improving Supplier Relationships include:
- Pay invoices in a timely manner. Many suppliers will offer discounts if you can provide faster payment. By having better pricing and faster turnaround, you can also start to speed up the quote-to-cash process. Some of the savings that you acquire from suppliers can also be passed to your clients. This will allow you to turn more quotes into cash, having a direct impact on your bottom line.
- Create channels for consistent communication. Communication is the key to any healthy relationship, and it’s a good point to keep this in mind when dealing with suppliers. Communication will create transparency on both sides of the channel and prevent hiccups or missteps, like incorrect inventory count or missing purchase orders. Having the right tools in place that allow both internal and external teams to quickly communicate and share documents and other information will help facilitate a more transparent, even-sided conversation.
- Dish out blame evenly. Pointing fingers during a dispute is instinctual, but it’s important to distribute blame on all sides. An easy way to ruin a relationship with a supplier is to place all the blame on their processes when things go awry. When communication isn’t clear and dilemmas occur, it’s important to look at the situation from both sides of the transaction critically. Opening the floor to a conversation around the issue and realizing that both sides are likely at fault shows respect, translating to a better relationship and smoother future processes.
- Create transparency through technology. Trust is critical for a constructive buyer-supplier relationship, and the best way to build trust is to establish transparency. By using a fully integrated procure-to-pay system, procurement is able to access real-time information that they would typically have to request from their supplier. This also saves time, as procurement no longer has to try to contact a supplier by phone or email. By simply logging into a platform, they can get what they need right then and there. Technology also simplifies basic tasks like ordering more supplies and renewing contracts. Digitizing key processes like these eliminates the chance of error and creates a satisfactory transaction system for both parties.
ISS Group offers an integrated set of solutions called Supplier Relationship Improvement (SRI). Our on-premise or cloud based solutions digitize your business processes providing your organization with the right tools for global process standardization, practicing consistent communication, responsibility and patience and reduction in the process cycle time allowing buy-side organizations to create more effective relationships with their suppliers and well-run operations.
Learn More About Purchase Requisition Management with iPurchase
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