This blog is designed for the guy who decides and agrees wanting to change his profession and does not want to keep his current position in the area of suppressions. The one who wants to change his life and is tired of looking for information manually, spending the whole day reading the mail and doing research in Excel.
There are many tools in the market that turn the buyer's life focused on analysis and away from the operation, these tools are called e-procurement, e-sourcing, which can help transform your task into a path of peace.
Let's take a look at the different modules that make up such a tool and that, at least, facilitate your search on the Internet and try to bring options for your boss.
Modules for digital contracting
- Planning module: This is the beginning of the supply cycle, where all the information from the different areas and projects of the company must be compiled in terms of services for the contracting of supply materials, with the foreseen dates, allowing the buyer to have a 360º view of the needs and also to plan strategies to obtain the best supply.
- Third party or supplier module: This item is important to have all the requirements that all the different areas make of the companies that could provide a service or supply. In this point, you can capture the data, files in different sections that allow you to validate the information.
- Pre-qualification module: This functionality allows to compare a selected group of third parties or suppliers of a certain activity that needs to be evaluated under the same financial parameters, restrictive lists, security, experiences with other companies in similar activities and, with this, to compete later to present a proposal.
- Ordering ModuleAfter the planning, it is very important to have the details of the requirements of the areas with the different documents that allow the buyer to go to the market looking for technical and economic proposals. At this point, it is possible to capture the technical specifications, the plans, the legal suggestions for inclusion in a future contract, the suggestions of third parties and suppliers that allow the buyer to be ready to go to the market.
- Quotation module: Now is the time to obtain from the market the technical and economic proposals for the given need, and for this, it is necessary to have a system that allows equal conditions for the participants. Equal opening and closing dates, doubts resolved for all, scheduling of meetings to visit the construction site, if necessary. After the proposals have been presented, it is important to have the same evaluation criteria by the specialized areas to finally have the comparative framework equalized that allows to have all the information automated for decision making.
- Contracting module: When making a decision about the third party or supplier, it is important to have a tool to gather the contract documents, scratch, policies, warranties, annexes and more. In addition to these documents, it is important to make all modifications to the contract, such as extensions, increases, decreases, suspensions, resumption and termination of the contract, and to have all the traceability.
- Shipping module: This is one of the functionalities of this type of tool that most reduces the operational burden of the buyer, since it has the possibility of following the entire purchase order process, having to monitor delays, quality claims, action plans and supply closure.
- Electronic catalog module: In this functionality, the buyer can greatly reduce the operational burden for needs that are very repetitive, being requested directly by the area that needs the material without having to send it to the buyer every time. At this point, it is possible to configure all framework contracts with prices and conditions already negotiated with specific suppliers and allow, with some rules, the end user to place the order directly.
- Performance and evaluation module: This is an activity that, in addition to complying with compliance rules, is important for decision making in order to keep third parties and suppliers appraised and ready to carry out a new contract if the numbers allow it.
- Module of reception and accompaniment of dates: In this last functionality, it is possible to track this purchase or contract with the bond and the different states in order to have control of the cash flow and the financial world.
There is a world beyond e-mail and Excel that could improve your life, even for digital procurement!
