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EPOS - eProcurement System
Do you keep losing orders?
Is it difficult for you to find invoices?
Are you having trouble getting expenses under control?
Do you have to wait too long for your requirement to be authorized?
Do you lack control?
To put it simply: do you need to make your purchase process quicker and more efficient?
EPOS is a comprehensive central system that covers the entire purchase process from the origin of a purchase requirement to the processing of an invoice while simultaneously providing access to all associated agenda. The system is designed to be implemented in corporate intranets/extranets. Its modular design allows it to flexibly respond to customer requirements.
Basic purchase process workflow in EPOS
Main functions
- Management of the procedure of processing the purchase requirements, orders and invoices, including the implementation of selection procedures
- Authorization workflow for purchase requirements, orders and invoices with verification of sums upon pairing
- Verification of the accounting of invoices into the economic system
- Administration of active and potential suppliers and contracts, including the suppliers approval workflow
- Links to cost centers, products or projects
- Administration of authorizations and financial limits of authorizers, including the handling of substitutions
- Ensuring the escalation of unhandled requirements within the workflow
- Close integration with other corporate systems
- User roles, personalized access to data
EPOS helps ensure the compliance with corporate purchase procedures and reduce the need for administrative work in implementing these procedures. It also enables the purchase department to monitor and evaluate how the suppliers meet the conditions of their contracts. This contributes to the simplification and optimization of the purchase policy of the company and as a result contributes to substantial cost savings in purchasing.
Purchase orders
Purchase orders are created by filing out a simple form. The orders can be associated with a particular supply contract. The order passes an authorization process and an authorized order can be printed out or sent out in electronic form.
Automated orders
Contractual suppliers usually bill their services (for example telecommunication services) on the basis of a long term contract and not on the basis of single orders. The application handles this type of expenses by offering an option to create an order “template” for regularly recurring periods.
Selection procedures
In case the order doesn’t comply with the criteria for the direct selection of supplier, a selection procedure can be announced.
Invoices
The application supports the life cycle of an accepted invoice. It enables efficient cooperation of all employees who gradually process the document. After the invoice is accepted, it is matched to the purchase order while ensuring the verification of multiple pairing of a single purchase order. Support for the accounting department makes it possible to identify an invoice and relevant orders on the basis of a bank statement, which contributes to the transparency of the entire process from placing an order to final account.
Functions
Authorization
The independent workflow core of the application makes it possible to implement various types of circulations. The authorization path can be variously branched and the status transitions can be associated with other actions that the system is to perform during circulation. Relevant persons are always informed about the status of the authorization process. For every authorization, the system records the user and the time of authorization.
Monitoring expenses
Implemented orders represent expenses that are assigned to individual cost centers.
The register of suppliers, contact persons and supply contracts
The application makes it possible to register and monitor suppliers, contact persons and supply contracts. Usually, the contact persons or suppliers register is integrated in the CRM system of the company. Alternatively, integration of active suppliers in the accounting system is ensured.
Foreign currency support
Foreign orders and invoices can be registered and monitored in any currency.
Manager views
The application offers many views with data search, filtering and exporting capabilities.
Integration with other systems
As necessary, the procurement system can be integrated with other corporate information systems. For example Directory services, CRM, Accounting system, DMS apod.
