Optimized procurement processes

Excerpt of functionalities

  • Individualized dashboard
  • Multi-supplier catalogues
  • Error-tolerant search similar to Google or Amazon with filter elements for prices, goods groups, eCl@ss, manufacturers etc.
  • Product comparison
  • Configuration
  • Blacklist
  • Free text request/Free text order
  • Parallel search in the internal catalogue and external supplier web shops
  • Favourites and items cart management
  • Workflow engine for various release and accreditation processes
  • Stock management
  • Bi-directional goods entry booking
  • and much more

DIG.procure – Standardized and custom tailored in one

DIG.procure offer you a base to completely optimize your acquisition processes in one application. DIG.procure's flexibility lies in the bandwidth of the possibilities for use in automating business actions - encapsulated into one intuitive easy to use application.

DIG.procure connects classical catalogue acquisitions with comfortable search possibilities as well as complete integration into any existing ERP system. DIG.procure is designed so as to form the basis for the implementation of individualized processes. You thereby use a standard application in parallel with tailored sequences and can at the same time focus on your core competences.

Our service for supplier management globally deals with the communication and the on-boarding of the selected catalogues in conjunction with the suppliers. Multiple implemented projects and our long-standing experience speak
for themselves.

Impulses for DIG.procure

The average costs of an order process lie between approx. EUR 90,- and EUR 130,-, depending on the organization, the branch and the degree of automation!

All direct and indirect costs of acquisition such as e.g. personal as well as IT / and system costs are taken into account for the order process. Further costs, for example for quality assurance, bill verification or proceeds of a used machine park, are not taken into account!

In order to achieve the highest possible efficiency in automation, the integration into the leading ERP/SAP systems as well as the consideration of all following processes are a requirement.

Effects of DIG.procure

The following effects occur:

  • Lowering of process costs
  • Increase of process stability
  • Error avoidance
  • Standardizing of the processes
  • Compliance with compliance directives
  • Reduction of maverick buying
  • Reduces throughput and idle times during the order process
  • Reduction of the number of suppliers
  • Reduction of the acquisition prices
  • Increase of the supplier reliability
  • Improvement of the buying service as internal service provider
Einsparungspotentiale DIG eProcurement

ERP-/SAP-Integration

A deciding component of DIG.procure projects is the integration of the processes in the customer and suppliers different ERP systems. The highest degree of value creation is only achieved with an ERP integration. This is generated from the automation of previously manual tasks. The avoidance of compatibility issues thereby is an important component.

As a technologically independent service provider, which ERP systems are used on the customer and supplier side is irrelevant to DIG. Each system works with standard documents such as orders, bills, credits, delivery notes etc. and format descriptions for each document. These are the basis for the generation of interfaces for the ERP integration, independently of whether they are SAP, Navision, Microsoft Dynamics, Infor, own developments etc.

Parallel search

The parallel search allows DIG.procure to find products and services simultaneously in the internal catalogues and external supplier web-shops. The result is shown to the user in a view. The application need not be closed down. Only a different colour marking of the cart indicates the source of the result to the user. The articles are treated as internal articles. All relevant information in the cart are used for triggering the order.

Workflow

The flexible management of authorizations is a particular challenge of a catalogue platform. Most of our customers operate several locations and the employees with acquisition rights are often distributed over several countries. Therefore, in addition to the otherwise usual order limit values for user and/or catalogue level, DIG has developed a comprehensive authorization concept based on a work-flow engine which allow location authorizations, upper limits for spot-buy orders, support of various accounting types, dangerous goods orders as well as the release of order requirements (PF/BANF) through corresponding authorizers. Beyond this, releases over goods groups, local/lead buyer concepts or also via budgets are freely configurable.

The releases and authorizations can easily provided using three methods:

  • Direct release via DIG.procure
  • E-Mail: Notification of the receiver and two left for authorizing or releasing or rejecting
  • Mobile app

Mobile app

Always contained: the new DIG mobile application for Android, iPhone and Blackberry. This allows you to process your releases and authorizations when on the move. The attractive and clear user interface allows even more efficient work, even "On The Road".
Quickly and easily submit new orders, check the status of processing or modify existing orders. The start screen displays all the functionalities available for the user and can be expanded as desired. There are detailed views for each items cart. The first level shows the contents of the cart and the order details. The articles view contains all articles of an order. If you navigate to one of these articles, the article detail view opens, showing the product image and additional information.

Configurator

In order to show articles with several variants and internal or external services, individual configurators such as for example for office furniture, IT parts lists, IT services, print articles such as business cards, etc. may be integrated. Furthermore, an "intelligent" excel file can be saved for the internal catalogue on article level. Upon selection of the corresponding article, all the input fields of the Excel file are shown to the buyer in the input screen. All input fields are updated in Excel at the click of a button, the result is automatically calculated, returned to the input screen and displayed to the buyer. When ordering the article, a specific calculation is provided along with the specific calculation. Example: form calculation

eBanf

Using the eBANF module, we integrate selected direct - i.e. stock guided - materials into a fully automated order process. Using the payment run of an ERP/SAP system, the system transmits the corresponding materials to DIG.procure via eBANF. DIG.procure determines which supplier may supply this article in the best conditions (price, delivery time). The corresponding supplier is selected. If the orders are to be placed with a due date, eBANF collects all entering requirements for this article and supplier, bundles the requests to one order, uses the order component in the ERP/SAP system and transfers all the data to a supplier. An info set of the corresponding article is maintained in the background.

Connection to the inventory

DIG.procure offers various possibilities of representing inventory levels and availability of the DIG.procure platform. The following processes and functionalities are available for this:

The connected supplier transfers the inventory levels and availabilities of the products in storage (incl. remarks on the inventory levels, e.g. "Article has already been ordered from the manufacturer") via an interface.

Complete materials trees or storage catalogues can be displayed in the DIG.procure system. This replicates the material tree from the ERP system and displays it as a catalogue on the DIG.procure platform. Orders and reservation can thereby directly occur using all the relevant material tree information from DIG.procure (internally in the storage or externally directly from the supplier).

The buying company creates an internal catalogue in the DIG.procure system (content/multi-supplier catalogue) and may represent and manage the inventory levels and availabilities of its own inventory:

  • Manually via an inventory management (Entry of net inventory levels)
  • Automatically via automatic booking in case of order from the catalogue and automatic posting in case of subsequent order from a supplier catalogue (reference through material number for the buying company)
  • Automatically via an interface to the ERP system of the buying company and to the DIG.procure system

Service buys

The acquisition of services is a continuously growing segment in the domain of C-parts management. Contrary to material goods, services are not physical and immediate, they often require a direct interaction and customer participation. Therefore, individual evaluation criteria must be determined and special sequences must be developed for acquisition.

Quality measurement is an important point for the evaluation of the services and thereby for the long-term service provider selection. Contrary to material goods, the quality cannot be checked and evaluated before the order or directly upon delivery, but only during and after the service has been provided. However, possible faults do not allow for cancellation. A lot of experience and intuition - or perfect acquisition processes - are required in order to select the service provider adapted for the available offers.

The biggest challenge however remains the calculation and the connected invoice verification For this, the supplier directly records the provided services on the platform is a sort of bill of quantities or confirmation of service and begins a release process, since it is often the case that positions in the order are modified, deleted or subsequently added. The supplier can create and invoice and receives a credit only after reception of the services (confirmation of the bill of quantities).

Reporting

Using the reporting module, comprehensive analysis results are available to you ad-hoc as per individual selections. Depending on the application, the graphical results can be aggregated and interactively included in the dashboard. The drill-down function allows you to navigate to the order position. Naturally, the reports may be exported in various formats such as for example PDF, CSV, XLS etc.

Spot-/Maverick-Buying with acquisition services provider

The service of an acquisition services provider can be integrated in DIG.procure. Employees thereby have the possibility of ordering a product via the platform despite the fact that none of the connected suppliers has it in stock. In the spot-buy centre, the requester may enter his requirements as free text, along with a price estimate, desired or mandatory suppliers, quantity, order unit as well as goods group etc. as well as append a file. The Spot-Buy request is optionally verified by acquisition before it is forwarded to the EK service provider.

If DIG.procure is connected to an ERP system, the buyer has the possibility of using the requirement as order request (Banf/Purchase requisition) for autonomous acquisition in the system, for example in the case where the authorizer decides that the product cannot be purchased via spot buy (e.g. dangerous/hazardous goods).

If the request is accepted by the acquisition service provider, the processor may extend or modify the request as per the concrete offer data. The process is then concluded by the acquisition service provider and transmitted to the client as a binding offer. The requester receives the modifications (price, manufacturer, etc.) again for verification and release. The responsible person is once again integrated into the repeated authorization process.