Optimized procurement processes

DIG E-Procurement: individual process design for maximum efficiency!

With an e-procurement solution from DIG, buying processes become more secure and cheaper. Precisely aligned to the practical organisation, high user acceptance and secure structures for decentralised procurement are guaranteed. When purchasing indirect materials and services, far more than just a significant reduction in process costs is thus achieved: Transparent procurement processes with clear approval structures, a high degree of usability of the solution and the implementation of all requirements via a central service provider guarantee maximum added value.

As a leading expert from Austria, DIG accompanies international corporations as well as medium-sized businesses through all phases of implementation: from consulting for the appropriate solution and agile software development to implementation and ongoing support.


Included from the beginning: Future security.

The success of an e-procurement system depends not least on user acceptance. And the more harmoniously it is integrated into the familiar workflow, the higher this acceptance will be. Therefore, DIG does not rely on rigid functionality but on a solution architecture that is as flexible as possible. These are the result of a multi-stage project process: First of all, in the consulting phase, all procurement processes are analyzed with the involvement of all parties involved and the optimal process is defined together. This ensures that all needs and use cases (such as a future functional expansion) are taken into account in the later solution.

On the basis of these results, DIG can, for example, make a binding fixed calculation of the project and efficiently plan its implementation. The following agile development phase is characterized by a constant exchange with the team in the company: All components are tested in real time and any change requests are directly adopted. This not only saves time and costs, but also allows for fine tuning of all functionalities.

After going live, the digitisation experts of DIG will be available for continuous support and further development. Any questions that may arise are reliably answered, new requirements are efficiently integrated and the e-procurement system can be expanded to a complete purchase-to-pay (P2P) solution if desired.

Integration of all available ERP systems and SAP including S/4 HANA

The connection to the existing ERP systems in the company is the key to successful eProcurement implementation. DIG has sound experience with Microsoft Dynamics AX and NAV, ORDAT FOSS, infor, SAP (including the current S/4 HANA), OXAION, ORACLE, PROALPHA and many other manufacturers as well as various in-house developments. This technological independence guarantees our customers an optimally functioning workflow and maximum efficiency through optimal embedding in the existing software environment.

Four ways to supplier integration for practical use.

DIG makes it easy to provide products and services on the e-procurement platform. A total of four paths are available: Articles can be uploaded via a content catalogue or made available via an external catalogue via OCI connection (punch-out or new technology with direct background search). As a third option, Purchasing can easily create a self-defined multi-supplier catalog in Excel format and make it available with its own tool (more information on catalog management can be found here). This is particularly recommended if a direct supplier connection is not economically viable, e.g. due to low volumes.
However, in case the user cannot find the desired article, the free text form structures the procurement process as a fourth option: In this way, the article searched for is described, the mapping (G/L account and merchandise category) is created and then, depending on the defined process, further processed as a purchase order or BANF (purchase requisition as known from SAP or another ERP system) - e.g. by means of a supplier inquiry via the DIG tendering module with the following article inclusion in a catalogue. Or via forwarding of a user-generated offer to the purchasing department with the following release procedure. Or with any other procedure (e.g. via purchasing service providers - more information below), whereby the free text mask can also be activated for qualified user groups only. DIG thus modulates the procurement process exactly as it is desired or as it best suits the organization of the company - and ensures that the requester can map all procurement requests in one and the same system.

An overview of catalogue suppliers who are already familiar with DIG and the electronic procurement solution and the onboarding process can be found here.

Efficient solution for stock items, subsequent order entry.

However, in case the user cannot find the desired article, the free text form structures the procurement process as a fourth option: In this way, the article searched for is described, the mapping (G/L account and merchandise category) is created and then, depending on the defined process, further processed as a purchase order or BANF (purchase requisition as known from SAP or another ERP system) - e.g. by means of a supplier inquiry via the DIG tendering module with the following article inclusion in a catalogue. Or via forwarding of a user-generated offer to the purchasing department with the following release procedure. Or with any other procedure (e.g. via purchasing service providers - more information below), whereby the free text mask can also be activated for qualified user groups only. DIG thus modulates the procurement process exactly as it is desired or as it best suits the organization of the company - and ensures that the requester can map all procurement requests in one and the same system.

An overview of catalogue suppliers who are already familiar with DIG and the electronic procurement solution and the onboarding process can be found here.

Efficient solution for stock items, subsequent order entry.

An important function is often the comparison of an inquiry with the stock level. For this purpose, the article is placed in the shopping cart as usual and queried in the background via interface, e.g. in the ERP system. However, this comparison can also be made with data from all other conceivable systems (e.g. ISPRO), so that DIG E-Procurement can always be optimally integrated into the historically grown IT landscape of a company. In the same way, a stock level in the form of a catalogue article can be specially created and thus managed centrally via the DIG platform. Even situation-related procurement processes outside of the platform (e.g. direct telephone ordering of an urgently needed spare part) can be brought into order by subsequently entering and properly posting them.

Reduces maverick buying.

The catalogue functionality described above gives the purchasing department a powerful system for reducing Maverick Buying: A broad range of products that meet search requests increases user acceptance, and the flexible ways of handling all procurement circumstances mentioned above create clear structures. The possibility to place orders on the move, i.e. without being tied to a specific time or place, is an additional advantage for the requester and reduces the temptation to buy elsewhere. Here, it is also possible to work together with external purchasing service providers.

Integration of purchasing service providers.

The service of a purchasing service provider can also be optimally integrated in the DIG eProcurement: Thus, searched items that are not available from currently connected suppliers can still be ordered via the platform. For this purpose, a purchase requisition (BANF or Purchase Requisition) is simply entered in the free text form and forwarded to the service provider, specifying data such as estimated price, quantity, material group, desired or mandatory supplier, etc., or directly taken over by the purchaser (for more information on the process, see also free text form above), which is often the case with hazardous goods, for example. If the service provider adopts the RFQ, the processor can add or change additional data to the RFQ. The processor then transmits binding offers - the requester checks these with regard to price, manufacturer, etc., and in the event of a price increase, the corresponding release processes are activated.

Standardized mapping creates exact evaluation possibilities.

With the classification standard eCl@ss, goods and services are identified in detail across all sectors to ensure correct account assignment (i.e. allocation to material groups and G/L accounts). The company-related allocations are transferred to DIG E-Procurement, whereby indirect material can now also be posted under uniform aspects and subsequently the various procurements can be evaluated in a qualified manner. In this way, the supplier structure can be specifically optimized with regard to strategic purchasing considerations. At the same time, an overview of how much of a certain product is available in the company is guaranteed - because e-procurement guarantees consistent account assignment in the procurement process. Reporting options are of course available on-board the eProcurement software.

Clear advantages for purchasing, also for services.

The DIG e-procurement platform transfers orders fully automatically into the respective ERP system, which massively reduces the operative effort, because the purchasing department no longer needs to be involved in the procurement of catalogue goods due to the given secure procurement structures. Thus, the purchasing department can optimally take care of the free text orders, which ultimately correspond to a BANF (see above). In the case of vendor catalogs (content catalog or OCI connection), material master maintenance is no longer necessary because this is transferred from the vendor and is only checked and released by Purchasing. This does not only apply to goods: Services can also be made available in a standardized way via the e-procurement platform! For this purpose, a separate tool for requests for quotation is available, which automatically obtains and compares several offers based on a set of service specifications for the concrete requirement. The service is then created as a virtual item and ordered as usual. The "goods receipt" is recorded in the system by the service provider based on the actual effort required.

More about the advantages for purchasing:

  • Reduction of process costs
  • Increase of the process stability
  • Avoidance of errors
  • Standardization of processes
  • Adherence to compliance guidelines
  • Reduction of the Maverick Buying
  • Reduced throughput and waiting times during the ordering process
  • Reduction of the number of suppliers
  • Reduction of purchase prices
  • Increase in supplier reliability
  • Improving the position of purchasing as an internal service provider

Individual release processes depending on the organizational structure.

On the DIG E-Procurement Platform, every actual state of a company organization can be exactly reproduced. In addition, our consulting workshops offer the opportunity to optimize these with regard to future developments and to structure the release processes accordingly. These approval processes can be designed and combined in any number of steps, depending on the product groups and G/L accounts. For example, with regard to the G/L account, the accounting department can also be included in the processing. Another practical feature is the flexible escalation when certain cost limits are reached, which, depending on the company hierarchy, requires approval by different departments. Adjustments to the process are also possible at any time: for example, to include vacation replacements or to change standards. In this way, the continuous further development of the platform in line with practical requirements is made possible.

Automatic shopping cart creation with eBANF.

The DIG eBANF interface enables further interesting automations: For example, a specific shopping basket can be created based on article numbers (where there are no article numbers, a free text order is automatically created and forwarded to the person responsible). Examples of applications include parts lists for machine maintenance, which can be ordered automatically by the maintenance staff at the push of a button. Also interesting is the combination with a best-price logic, in which, for example, for variable end products, different suppliers enter partial products with daily updated prices into the eProcurement system. Orders can now be placed on the basis of the disposition list from production planning with automated price comparison among any number of article masters, including order quantity optimization, and shopping baskets can be created accordingly.

Goods receipt posting - also automated if desired!

After approval of the order (release) it is sent to the supplier via the desired channel (EDI, WebEDI, mail with PDF). As soon as the delivery is made (either to the central goods receipt or directly to the purchaser), the receipt of the goods is noted in the ERP system or directly in e-procurement (the status can also be replicated from the ERP system). In practice, it is often the case that the delivery is made to the orderer, but the orderer does not have an ERP license or the posting in ERP is complicated. In this case, the note of the goods receipt in the e-procurement system, which is then transferred directly into the ERP system, proves to be a good solution. Mixed forms are also possible.

The most important features at a glance.

• Customizable dashboard for simplified operation

  • Customizable dashboard for simplified operation
  • Error-tolerant search similar to Google or Amazon with filter elements for prices, product groups, eCl@ss, manufacturers etc.
  • Product comparison - across catalog boundaries
  • Multi-supplier catalogues - for self-maintenance of catalogues
  • Simple usability through guided ordering process
  • Article configurator for
  • Supporting features for the ordering process (favorites, saved shopping carts, blacklist)
  • Configurable approval processes - expandable with workflow engine
  • Warehouse management
  • Bidirectional goods receipt posting
  • Inquiry/ tendering process
  • and much more besides

Below you will find some screenshots from the DIG E-Procurement: from getting started with the system to the individual dashboard, product views, shopping cart view and order status overview!

From E-Procurement to Purchase-to-Pay (P2P).

Automated invoice processing up to the point of dark booking is the next logical step: The incoming invoice (to purchasing or accounting) is checked against the order number with regard to goods receipt and any other conditions for release. Find out how this process can be efficiently automated here!

We would be happy to tell you how to successfully implement your eProcurement project!

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