Workflow solution for a streamlined ordering process
Who approved this order? Why isn't procurement involved? What did the purchasing process look like for this invoice? Have multiple quotations been requested or has the correct tendering process been followed? Just a few questions that the auditor/auditor can ask and to which the answer often remains unanswered, or takes a lot of time to find out.
Avelon's Procurement Workflow provides a digitalized, standardized and streamlined ordering process in SAP in which the right people check and approve the entered purchase orders before they are send to the supplier. This enables you to comply with internal and external rules. In addition, all steps in the ordering process are logged so that afterwards it is clear exactly who did what and when (audit trail).
Different organizational units, e.g. Purchasing and Finance, can play a controlling and/or sourcing role in the process. Not only do they check entered data, they can also adjust it to the correct values if required. In addition, the creation of new business partner master data according to the 4-eye principle is an integral part of the process.
To create a new business partner, a fully configurable screen is used entirely tailored to your organization. Only the fields relevant to your organization are shown where fixed values are used by default. This screen is also integrated with the register of the Chamber of Commerce so that the relevant company data are integrally taken from this register. This reduces the chance of incorrect entries and prevents double entries and thus contaminated master data.
For the approval of the purchase order by one or more budget holders, SAP's standard release strategy is used. This can be set up as desired, whereby we can include your specific approval strategy in the standard flow.
After approval of the last budget holder, the automatic PDF creation of the purchase order confirmation ensures a uniform shipment of the purchase order to the supplier.
In order to be able to monitor the ordering process properly, a status report is used. Among other things, this provides insight into where which task has been pending for how long and what the total processing time is.
Summarizing the features and benefits of the Avelon Procurement Workflow:
one integrated, uniform and digitized ordering process. From capture to verification, approval and ultimately dispatch of purchase order to supplier
Simple audit trail because all steps in the ordering process are logged in one log
Ensuring compliance through registration, verification and approval of the purchase order by the correct persons responsible before the invoice comes in.
Creation of new business partners according to 4-eye principle integrated into ordering process. Easy entry and integration with Chamber of Commerce prevents incorrect and contaminated master data
Automatic creation of standardized PDF purchase order confirmation
Standard report which provides insight into the status of the ordering process
Automatic email notifications and reminders of open tasks
Runs on SAP ERP and S/4HANA
Do you feel the need to discuss whether and how your organization can benefit from the features described? Please feel free to contact us about this subject.