Microsoft Dynamics ERP | End-to-End eProcurement Solution | ReQlogic

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automated procurement system
AUTOMATED PROCUREMENT

Three steps for successfully moving from paper-based to automated procurement

Companies looking to move from their existing, manual system to a more advanced solution might instinctively look for a solution that replicates their current system. When you are moving to an automated procurement system, you should be asking yourself: Is the current system working for us? Why are we motivated to replace it? Some organizations may not realize that their current paper-based system could be costing them time and money through:
  • Manually entering information in multiple systems
  • Missing discount dates with vendors
  • Chasing down documents for signatures in the approval process
  • Sending unnecessary emails with questions and searching through email looking for documents
  • Delays created by inability to access, enter, and approve documents remotely
  • Correcting or entering G/L accounts on invoices or expense reports
  • Creating journal entries to correct account distribution errors
Moving to an automated system is the perfect time to evaluate your current business processes and determine where improvements can be made to increase efficiency and control. By building a list of requirements, you can pinpoint areas of improvement. This list will continue to develop during your evaluation process.

How to Move to an Automated Procurement System

Here are three steps for successfully evaluating, selecting, and moving to an automated procurement system.

  1. Review your business processes to make sure they are working effectively.

  • Will the new procurement system match your requirements?
  • Is the software adaptable enough to match your requirements?
  • Will you have access to the information you need to make informed decisions?
  • Can it accommodate your internal approval/routing processes?
  • Can it provide controls on your buying process?
  • Do you need the ability to access information remotely, either through a browser, email, or mobile device?

  1. Make sure you will have easy access to information to run your business efficiently.

  • Do you have the information you need to make informed purchasing decisions?
  • Are you able to identify your high-volume vendors to negotiate better pricing?
  • Can you analyze your buying trends?
  • Can you eliminate buying from the wrong vendors?

  1. Determine if the procurement system integrates with your current Enterprise Resource Planning (ERP) system.

  • If not, what is the cost to integrate?
  • Is that integration “real time” or does it require synchronization of databases?
  • How much effort, additional cost, and time will synchronizing databases cost you?
Watching demos of procurement systems can help you begin to assess their capabilities and see how closely they match your requirements.