Intuitive Web-based and Mobile Requisition & Procurement solution that is easy for employees, effective for management, and powerful for accounting!
Designed for mid-size organizations as a standalone solution, or
as a seamless out-of-the-box, real-time integration with:
- Microsoft Dynamics GP, AX, NAV, SL
- Sage ERP 100, 100c, Sage ERP 300, 300c, Sage ERP 500
- Blackbaud Financial Edge, Financial Edge NXT
- Intacct, Acumatica, NetSuite
Automate the entire requisition and procurement process, move projects forward, enhance communications, gain real-time visibility and control, and deliver strong ROI across your entire organization.
Automatically track, manage, organize, and instantly route approved request for PO creation. Increase control over transactions, keep Purchasing commitments up to date, and streamline the procurement process company-wide with full management of evening in Purchase Order process.
- Full control over who is permitted to create manual Purchase Orders, initiate Change Orders or automatically generate from approved Requisition and RFQ workflows
- Flexibility to release PO via automatic email, printer/fax, and cXML
- One click Receipt and Invoice creation options directly from the PO screen
- Full Change Order Management document retention, revision number tracking and approval workflow
- Quantity status and detailed audit log, tracking actions throughout the purchasing lifecycle
- Effective Dashboards and analytics of Purchase Order status, detailed audit logs, inquire, and reporting for compliance with purchasing authorizations
Recognize receipt of goods and services quickly and easily from any location with Multiple receiving options to compliment user needs.
- Automatic notification to requesters when their requests have been fulfilled or items have not been received by due date
- A single, wizard driven session, to streamline receiving process for multiple Vendor shipment transactions
- Easy filters to restrict items available to receive based on users’ functional areas of responsibility
- Options to allow Receivers to cancel or reject item quantities at the point of receiving and update PO status in real time
- Automatic G/L Journal based accrual accounting option for items received not invoiced.
- Multiple user tailored receiving options include auto-receiving, Load by PO number, Receive Load Wizard and detailed transaction entry
Ensure correct receipt and billing of items ordered with true centralized AP Invoice Processing across your entire organization
- Easy 3-way matching process to avoid paying for items billed by supplier, paid for, but not yet received
- Separate user and role level security options for Receiving, 3-way and 2-way Matched Invoices to enforce segregation of duties
- Automated unmatched invoice processing workflow and notifications to eliminate processing delays
- Exception based invoice variance approvals based on quantity or amount thresholds to enhanced purchasing controls
- Line level audit log for instant access to the entire purchasing history for an item from Requisition, approvals, receipts and invoice match
Eliminate language and currency barrier and provide system access to your global teams.
- Foreign and actual local currency and language options
- Exchange rates can be managed manually or automatically updated from ERP or online service
- Currency can be selected at the transaction line level
- Personalize interface to each user’s language
- Use one of our standard language templates (French, Spanish, Swedish, English US, UK, CAN) or even submit your own
- Switch languages on the fly with a single click
Implement any corporate approval rule you can imagine during the entire process, even at creation!
- Unlimited entry rules
- Unlimited approval rules based on any field available such as vendor, amount, department, GL account, budget, project, expense type, etc.
- Position-based approvals, a rapid deployment based on organizational structure and associated approval limits
- Mobile & e-mail approvals
- Approval of revisions to a transaction
- Optional auto skip to next (but not final) approver
- Acceptance of variances (price, quantity)
- Approval criteria can be at transaction (header) level, or item (line) level
- Consistent approval workflows and budgetary controls for PO and Non- PO invoices
- Automatically detect invoice variances and route for approval
Introduce additional approval requirements on the fly while maintaining policies and controls to your original defined configuration, moving process forward across the entire organization.
- Ad Hoc Approval functionality for additional level of flexibility
- Approvers can add additional approvals to existing workflows on the fly
Enforce vendor-negotiated terms and provide blanket purchase order capabilities.
- Track committed amounts and quantities against contract budgets
- Manage by $ amount, quantity, or both
- Restrict to a predefined list of items
- Enforce vendor contract for a specified period
- Auto route requisition line items for approval when amount is exceeded
- Originate vendor contracts from within requisition
Track purchases against projects with budget checking throughout the entire purchasing process.
- Detailed budgeting and reporting features
- Robust project approval engine
- Seamless Requisition & Procurement integration with your ERP or 3rd party project/job cost solution
Control vendor creation within the ERP by keeping vendor approvals with A/P while providing requisition & procurement users an easy way to request a new vendor.
- Fully configurable approval process within workplace
- Detailed audit log of who requested and approved the vendor
- Document attachment capabilities
- 1099 vendor support
Eliminate data entry for your Payables team and reduce internal cost and provide vendors a self-service portal for purchase order/non-purchase order invoice entry.
- Internet exposure not needed for internal network where WorkPlace resides
- Multiple browsers and mobile device portal accessibility
- Secure and reliable off-site WorkPlace hosting portal
- Vendor access to multiple companies on a single dashboard
- Flexible vendor password management and reset
Obtain the best deal and turn around time. Submit and manage request for quotes to multiple vendors. Compare quotes based on delivery date and price. Manually or automatically award purchase orders in seconds.
- Cloud-based SaaS and on-premise
- RFQ Module and securely hosted RFQ Portal options
- Online vendor response via vendor portal
- Real time e-mail notification to vendors when items are available for quote
- Automate vendor selection based on rank and commodity codes
- Award vendors manually or automatically based on price or quickest delivery
Manage non-purchase order invoices from vendors in seconds. Link paper invoices with your digital data via robust document management capabilities.
- Initiate check requests using scanned invoices
- Robust check request approval
- Supports 1099 entry and payments
Streamline uploading scanned invoices and make attachments available for users from Check Request page entry. Add attachments to the ‘Select Invoices’ automation queue without relying on access to remote file systems when hosted in the cloud or another location.
- A dedicated page to set up invoice ‘repositories’
- Simple drag and drop one or more files into repository
- Quick and secure interface ‘drop zone’
- Invoice repositories configuration by department or system-wide
- Invoice attachment from repository with a simple click on ‘Select Invoices’ button
- Detailed transaction line and field level audit trail capabilities
- Detailed log of date, time, and user actions throughout the entire transaction lifecycle
- Track critical user, security and configuration changes with audit detail reporting
Distribute requisition line items into hundreds of GL accounts in seconds.
- Total control and flexibility reflected in the expense & ERP sides
- Want to distribute 50 line items into 500 GL accounts? You can!
- Distribution Groups for auto or manual GL distribution
Establish and enforce any corporate budget throughout the entire requisition and procurement process.
- Configure budgets to be strictly enforced
- Define approval routing rules to specific budget or when exceeded
- Real time GL budget validation
- Budget detail visibility throughout the entire requisition & procurement process
Speed order processing and lower procurement costs by integrating real-time with suppliers’ online catalogs.
- Real-time browsing and shopping on vendors website for easy checkout – Requisitions auto populate for quick, error-proof entry
- After approval, purchase orders are created and automatically sent to the vendor
Enhance user shopping experience and control costs, using your own catalog, pictures, extended descriptions, and company selected items.
- Customized catalogs by vendor, location, type of item, etc.
- Automatically generate requisitions, which can be routed for approval before Purchase Order is created
Gain full visibility and control costs with a tightly integrated inventory-to-requisition system. Order, Fulfill, or Transfer stock held at any inventory location with confidence and ease.
- Real-time updates and visibility of item stock levels
- Hand-held scanner interface
- Materials management workflow
- Serial and lot items support
- Inventory replenishment examines stock levels and requirements to automatically generate requisitions
Consolidate purchasing across the entire organization, eliminate duplicate purchases, and take advantage of your buying power with volume discounts.
- Enterprise-wide data is centralized for detailed analytics, dashboards and performance metrics
- Single session invoice processing capabilities regardless of payment location
- Ability to transfer inventory among companies
- Central repository for multiple AP ledgers
Assign taxes by line level, incorporate enterprise-wide tax amount visibility, and adjust recoverable taxes within the system in no time.
- Designed with foreign tax guidelines in mind
- Recoverable tax capabilities
- Advance tax GL distribution features
Enhance communications, streamline entry, and prompt users to provide key information for specific charges, as a requirement or as an option.
- Configurable questionnaires, anytime, anywhere
- Unlimited number of questions
- Multiple data types to tailor responses to your business needs
Solves the common problem of delays encountered in paper-based, Excel, e-mail requisition and approval process.
- Simple and intuitive user dashboard shows employees their “To Do’s” at a glance
- Users & Approvers view the status of a transaction in real-time
- Users & Approvers receive e-mail alerts and reminders
- Alternate approves can be assigned to avoid delays during absences
- Administrators can add custom reports and enable controlled report access by user
Empower users throughout the enterprise!
- Requesters: Convenient and efficient self-service for requisitions and check requests
- Managers: Manage by exception and accelerate approvals with automated workflow
- Buyers: Focus on building strategic supplier relationships to reduce costs
- Payables: Maintains control over expenditures