The eB2B Procurement application is a procurement platform which optimises the process of daily orders (placing orders, internal authorisation and order realisation). The reporting module ensures full reporting at each stage of the process..
We implement eB2B Procurement in every business regardless of it's size or organisational structure. The particularly recommend the application to those clients who wish to optimise their procurement processes using a cost-effective, modern IT solution as well as to those who want to implement a cost-effective eB2B outsourcing service. As part of the outsourcing service, eB2B consultants carry out the tasks of the procurement department. In each case we provide an eB2B guarantee and apply a “success fee” method of renumeration for any chosen form of cooperation. In conjunction with the eB2B Auction platform, the application ensures a cost-effective procurement structure.
Advantages of the eB2B internet platform:
- Ensures full control over the procurement process as well as employees incurring liabilities on behalf of the firm;
- Facilitates any type of authorisation method for orders dependent upon the client's organisational structure, product type, department performance against budget or other criteria;
- Internal authorisation takes very little time and can be auctioned via e-mail without needing to log in to the system. Even several levels of authorisation take only a few minutes;
- It's inbuilt functions facilitate product comparisons and well as the prices of various suppliers, thereby guaranteeing the optimisation of procurement strategies;
- Products and business cards can be graphically presented within the system;
- Ensures the elimination of unauthorised corporate orders;
- Eliminates the duplication of work carried out by persons from various departments, eliminates the physical circulation of documentation, authorisation and invoice write-ups.
- The eB2B application facilitates expenditure monitoring split by selected cost centres, organisational units etc.;
- Simplifies work around budgets and the comparison of performance against budget;
The eB2B Procurement application can be linked to any Finance/Accounting system through the EDI protocol. The facilitates automatic procurement cost accounting in accordance with the client's internal policies. May of the largest suppliers on the market import data directly from out platform directly to their systems.
The use of the platform does not require any capital expenditure. Licensing fees are dependent upon the number of users thereby delivering added value regardless of the Client's size.
Functional description of the eB2B Procurement platform.
Upon logging in to the system, the user places an order by entering the name of the product they wish to order or searches for the product from pre-defined assortment groups. There is also the option to narrow down the search to any price bracket. The platform contains a full set of the client's suppliers, assortment of available products, price lists (data is entered in to the system during the platform's implementation). EB2B's unique solution allows the user to generate information regarding all suppliers who offer the chose product, simultaneously showing the price of the desired product per supplier. The individual placing the order can consciously choose the supplier, or follow other criteria such as corporate contracts, preferred supplier lists or group suppliers etc.
When placing a requisition or purchase order we do not limit ourselves to products offered by only one supplier. We order all of the products that interest us as one order. Once the order is authorised it is sent to the suppliers allocated to the assortment groups automatically. In order to make work easy, the standard product group can be defined and added to “favourites” where the order can be quickly edited changing, for example, the amounts of the selected products..
In companies where procurement is centrally managed the user, having the relevant permissions, has the ability to place an order on behalf of others. By selecting the appropriate individuals (the client' organisational structure is reflected in the system) the application can identify the costs pertaining to products being ordered depending upon where the product is used. In the case of orders placed for the user's own purposes, the system suggests debiting the cost centre of the individual placing the order.
Orders are sent to be authorised to the relevant individual defined in the system as being the user's line manager. The authorisation process can consist of several levels, involving departmental heads only when the order limit is breached or can require the authorisation of various individuals assigned to the assortment group or product. By defining the authorisation parameters we also establish a user's access to various product groups which prevents them from ordering expensive goods. All access parameters are flexible and editable at any time by the appropriate trained person.
The authorisation process is extraordinarily simple, does not require logging in to the system and can be carried out via e-mail. The authoriser sees if their subordinate has placed an order with the cheapest supplier. Whilst approving the order there is an option to edit the order placed by a subordinate. After authorisation, the system automatically generates an order and sends it to the chosen suppliers whilst simultaneously informing the user placing the order.
The relevant suppliers send goods to the selected location and the appropriate individual logs in to the system, selects the order in question and confirms that products have been received as requested. In case of any discrepancies, the user selects the reason from a drop-down menu, e.g. incorrect amount or damaged goods, which automatically generates a complaint to the supplier and informs the user who originally placed the order for the given product. Such orders have an “incomplete” status until the supplier completes the order..
Once a users has confirmed that an order has been completed, the platform automatically generates accounting entries which allow for correct and precise cost accounting pertaining to the completed order. Accounting entries can be uploaded directly to the client's financial system..
The platform contains a comfortable reporting module. There are several reports available which show the orders placed in a given period at any level, thereby providing full cost control and analysis as well as performance against budget, e.g. of a given department or the whole company.
The platform's reports allow for liability control. This is achieved through the verification of a single consolidated invoice for each supplier or via a virtual electronic invoice generated by the platform which is reconciled against placed and completed orders and sent to the supplier. eB2B guarantees full compliance of the invoice and the completed orders. The system also facilitates the optimal circulation of invoices and their authorisation process which is quick and efficient. The application also facilitates the generation of reports for received orders which have not been invoiced, i.e. the creation of reserves and accrued expenses for the relevant accounting period.
eB2B's largest client who users the eB2B-Procurement platform is the leading auditor Ernst&Young.
