Vendor Management Automation

Workflow Enabled Framework to streamline the complete process for effective Vendor Management and Purchasing Automation.

Vendor Management Automation

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This is a complete BPM enabled framework available on top of SharePoint or any other third party BPM engine. There is a centralized portal to enroll vendors, manage reviews of work performed, address non-compliances, issue RFQ, respond to RFQ, process invoices and more. There are number of features designed to automate the process for workforce and employees and can be customized to evolve into a complete e-procurement or e-tending.

Our Vendor Management Solution comes with purchasing management which helps in reducing the spending on goods and services, streamlining procure-to-pay processes and ensuring compliance with corporate policies. The solution is available as pre built framework which is then customized to meet the specific requirement for each customer. There is self-service portal for vendor who can log in and register themselves and then submit response to any RFQ, track the status of RFP and Purchase Order and also update the company legal documents which are about to expire. There is also self-service portal for internal employees through which they can interact with the vendors, track purchase order and other transaction themselves.

All the information related to vendor such as contact information, financials, contracts, tax compliances and etc. are stored in a centralized vendor document management. All the document which are collected during the process of RFQ generation and RFQ submission like signed proposal, case studies, client references, latest financial and etc. are also stored electronically into the Vendor Document Management.

Key Features

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Workflow Based Vendor Management Automation

Implement Systematic and Workflow driven Vendor Management Automation for all the activities related to effective management of vendors and suppliers thereby enabling Corporate Compliance.Workflowcan be developed for Vendor Registration, Vendor Analysis, Vendor Termination, Vendor Questionnaire, Request for Proposal, Submission and Analysis of Proposal, Issue of PO and etc.

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Collaboration

The solution provides a strong collaboration allowing all the stakeholders in the Vendor Management to communicate at various stages like vendor registration, vendor evaluation and rating, contract negotiations, Quotation management and etc. using workflow. They can access any document, upload document or seek clarification at any point in the various vendor management workflow.

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Vendor Document Management

The solution implements a complete Document Management System where in all the documents at every stages of Vendor Management are digitally captured into the system. All Vendor registration related document along with all the contracts being issued. This makes a complete process paperless allowing for fast search and retrieval of Document and conducting any kind of audit.

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Vendor Registration

The Solution implements a comprehensive Vendor Registration process starting with Vendor Submitting his registering details using self-service portal to internal Evaluation and Vendor Approval. The system enforces compliance for online submission of all the mandatory document likecompany information, financial statement, clients and references, company and tax certificates etc.

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Request Quotation

The Solution allows you to prepare a detailed request for quotation with complete statement of work, bill of materials, terms and conditions, payment milestone and etc. This is then send via email alerts to the Vendors who qualify for the scope of the work and is made available for them to login and access the complete RFQ.

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Submit Quotation

The Solution provide a self-service portal for all the Vendors wherein they can login and respond to the RFQ which has been generated and submitted to them. The Vendors can fill the complete requirement online and submit all the required documents online like signed copy of proposal, latest financials, client references, case studies and etc.

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Proposal Evaluation

The Solution allows complete evaluation of all the proposal submitted online based on predefine parameters. We can develop a customised committee based evaluation based on Workflow so that various members can study all the RFQ document, provide input, seek further clarification from vendors and provide a rating against each points and collaborate to arrive at the short listed vendor.

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Issue Vendor Contracts/PO

The Solution ensures that all the Contracts/PO beings issued to the vendor are comprehensive and in compliance with corporate policy with all the required data being captured into the system. The detailed statement of work (SOW), Bill of Material, complete price break down, the delivery timelines, payment milestone and etc. are captured and ensured are reflected into the PO which is generated from the system.

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Receive Goods and Settle Payments

We can further customize the solution and provide an interface for concerned department to login and confirm the receipt of goods or servicesagainst which Contract/PO was issued. Receipts of Goods/Services are confirmed against the delivery terms and condition and are logged into the system with deviations if any. The Payment is then processed as per the payment milestone in the contract.

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Vendor Self Service Portal

The Solution allows you to implement a powerful self-service portal for Vendors and as well internal employee wherein they process vendor registration, raise RFQ and track purchase orders, delivery of Goods/Services and other transaction themselves. The Vendors can submit and monitor registration data, update legal document about to expire, respond and track RFQ, respond to any Queries and keep track of all the Purchase Orders.

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Automated Alerts

The solution provides for generation of automatic email notification and alerts at every stages of all the Vendor Management Workflows. Alerts are generated for RFP issued, Clarification Requested, RFP responded to and etc. In addition to this Workflow based alerts are generated for respective stakeholder on the basis of Task Raised, action taken, approval made and etc.

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Roles Based Routing and Send Back Options

The Solution provides a complete roles based routing of Vendor Management Taskfor all the Workflows like Vendor Registration, RFP Generation, RFP Response and Evaluation, Contract/PO Processing and etc. This ensures that user is able to take actions like approve, reject, edit, seek clarification, view document, view modification logs based on the role and permission defined.

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Comprehensive Reporting

Our solution provides complete analytics and drill down reports at every step of Vendor Management Workflow cycle. We can also develop any kinds customized reports specific to each activities vendor registration, RFP Generation, RFP Submission and Evaluation, Contracts/PO issued, audit reports and etc. as per specific requirements.

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Mobile Integration

We can customize the solution and make it available on mobile devices and tablets. This helps in increasing the mobility of all the stakeholders in theprocess who can take access and perform transaction from mobile devices. Separate Mobile Interface can be provided for Vendors and Internal Employees specific to their roles.

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Integrate with Other System

We can develop tools to integrate to integrate the complete Vendor Management Solution with your Backend ERP/Logistics System or with other 3rd Party IT software enabling automated export and import of Vendor Management related data.

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Complete Audit Trails

Our Solutions ensures that all the activities are captured into the system with complete history trails giving complete insights in who did what, when and where. All Modifications are logged with record of every user data changes ensuring trace into every changes.

Advantages of Our Vendor ManagementAutomation

3Consistent and standardized vendor management process to increases efficiencies.
4Dashboard helps you to organize your vendors for easy review and access.
5Provide Accountability with 100% visibility to all the stakeholders in the Vendor Management Process.
6Deliver complete information to senior management for strategic decision making.
7Mobile interface for anytime and anywhere access, reducing cost and speeding up process.
8Switch to 100% paperless based Vendor Management to cut cost and improve efficiency.
9Enforce Compliance with corporate governance.
10Vendor Document Management to Archive and Retrieve all Documents and notify any gaps.
11Vendor Self-Service portal for vendor to login and register and track all their transactions.
12Automate Order Processing and tracking.
13Centralize Reporting for greater decision making and resource management
14Alerts and notifications for employee and vendor at every stage of transactions.
15Audit Log History to track document changes by employee and vendor

Our BPM Solutions