Workflow solution for a streamlined ordering process

Who has approved this order? Why is purchasing not involved here? How did the purchasing process look like for this invoice? Have multiple quotes been applied for or has the right tendering process been followed? Any questions the auditor / accountant can ask and where often the answer remains guilty, or it takes a lot of time to find out.

The Procurement Workflow from Avelon provides a digitalized, standardized and streamlined ordering process in SAP where the right people check and approve the orders that are entered before they are sent to the supplier. This allows you to comply with the internal and external rules (compliancy). In addition, all steps in the ordering process are logged so that it is immediately clear who has done what when (audit trail).

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Various organizational units, eg Purchasing and Finance, can fulfill a control and / or sourcing role in the process. Not only do they check the entered data, they can also adjust these to the correct values f desired. In addition, the creation of new supplier master data according to the 4-eyes principle is an integral part of the process.

For the approval of the order by one or more budget holders, SAP's standard release strategy is used. This can be arranged 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 order to the supplier.

In order to be able to monitor the ordering process properly, use is made of the standard available status report. Among other things, this provides insight into where the task is already for how long and what the total turnaround time is.

In summary, the features and benefits of the Avelon Procurement Workflow:

  • one integral, uniform and digitized ordering process. From recording to checking, approving and eventually sending purchase order to supplier;

  • Simple audit trail because all steps in the ordering process are kept in 1 log;

  • Ensuring compliancy through registration, checking and approval of orders by the right responsible persons before invoice arrives;

  • Create new suppliers according to 4-eyes principle integrated in ordering process;

  • Automatic creation of standardized PDF purchase order confirmation;

  • Standard reporting which provides insight into the status of the ordering process;

  • Automatic email sending for notification and reminder of outstanding tasks;

  • Runs on SAP ERP and S / 4HANA.

Do you have a need to discuss whether and how your organization can benefit from the possibilities surrounding the purchasing process? Please feel free to contact us about this subject.