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Procurement Management (P2P)

Procurement software for control over requests & spend

Digitise purchase requests, approvals, budgets and purchase orders with procurement software that connects to your existing ERP software. Bring the purchasing of goods and services together in one controlled process, from request and budget check to delivery and financial processing.

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Every department now knows exactly where they stand, what they are allowed to order and who needs to approve.
Stefan Markus, Business Controller at Slagharen

From an ad hoc request to controlled purchasing

An employee wants to buy a product or service. Without a fixed way of working, it quickly becomes unclear who owns the budget, which supplier to use, who is authorised and where the request stands.

Procurement software makes requests visible up front. The right budget holder reviews the request before a purchase order is created.

This gives the organisation earlier control over spend and limits unauthorised purchases.

Requests recorded centrally

Employees record which goods or services they need, from which supplier and for what purpose.

Budget reviewed in advance

The budget holder checks the request before the purchase goes ahead.

Purchase order after approval

Once approved, the request can be converted into a purchase order.

ImageCapture:
from request to financial processing

ImageCapture connects requests, purchase orders, goods receipts and financial processing with your existing ERP software.

Suppliers, products, projects, cost centres and other available data can be used throughout the process, so information does not have to be entered manually again and again.

Order confirmations, delivery notes and invoices line up better with what was requested and purchased earlier.

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What does procurement software actually deliver?

Smart procurement software automates requests, approvals, budget checks and the creation of purchase orders. But what does that really deliver?

Requests managed centrally

Reproducible

Purchase orders created in a controlled way

Fewer unauthorised purchases

Reproducible

Supplier agreements available earlier

Progress visible

Budgets and commitments visible immediately

Goods and services easier to trace

Progress visible

Less manual administrative work

Better alignment with your ERP software

Controlled purchasing in 6 steps

Configure

Submit requests

An employee records which goods or services are needed.

Supplier, amount, project and requested delivery date can also be added.

Check

Check the budget

The request is reviewed for budget, completeness and authorisation.

The right budget holder receives the request.

Approve

Approve the request

The budget holder approves or rejects the request.

Only approved requests move on to a purchase order.

Create

Create the purchase order

The approved request is converted into a purchase order.

The order details remain available for further processing.

Receive

Receive goods or services

After delivery, what was actually received is recorded.

Discrepancies become visible before financial processing starts.

Success!

Process financially

The available data is checked and passed on to the accounts.

The process information remains digitally retrievable.

Check

Approve

Create

Receive

Success!

Configure

How does AI help with procurement management?

Procurement software structures the request and approval. AI mainly helps with the documents that come back afterwards.

ImageCapture recognises documents such as order confirmations and invoices and links them to the right purchase order, so discrepancies in prices, quantities or deliveries become visible sooner.

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Integrations with ERP software and financial applications

The solution connects to your existing ERP and financial software.

Data on suppliers, products, projects, cost centres and orders can be used without duplicate work. The ERP system remains leading for master data, postings, current prices and inventory management.

Our integrations
60+
60+

Every location can now order for itself, but within the limits that have been set. That gives freedom and control.

Slagharen: from fragile custom work to control over purchasing

150+ purchases per week

40% of volume via procurement management software

Freedom for every location to make purchases

Read the full story

More than procurement software.

Contract management

Manage contracts, agreements, terms, notice periods and obligations from one central environment.

More info

Order confirmation matching

Automatically check whether suppliers confirm what was ordered, before discrepancies only surface on the invoice.

More info

Invoice processing

Automate incoming invoices, from recognition and coding to matching, approval and processing in your ERP.

More info

Frequently asked questions about procurement software

Hide first

What is procurement software?

Procurement software helps organisations organise the purchasing of goods and services digitally. It supports requests, budget checks, approvals, purchase orders, goods receipts and the link to financial processing.

What is procurement management?

Procurement management is managing and improving policy, suppliers, requests, spend and performance around purchasing. Procurement software supports the operational process with fixed workflows, roles and integrations.

What is e-procurement?

E-procurement is the broad term for purchasing digitally. It can cover requests, suppliers, catalogues, budgets, purchase orders, goods receipts and financial processing. Which features are available depends on the chosen solution.

What is purchase-to-pay?

Purchase-to-pay and procure-to-pay describe the process from request to payment. It runs through approval, purchase order, goods receipt and invoice matching to financial processing.

Does procurement software prevent unauthorised purchases?

Procurement software reduces the risk of unauthorised purchases by routing requests through fixed roles, budgets and approvals up front. How this works depends on the purchasing policy and the authorisations set up within the organisation.

Is this also inventory management software?

No. Inventory management focuses on stock levels, warehouse space, inventory costs and automatic reordering. The procurement software can use available product and stock information, but does not replace an ERP or warehouse management system.

What is invoice matching?

Invoice matching checks whether the invoice matches the purchase order and, where available, the recorded goods receipt. Differences in prices, quantities or delivered goods become visible sooner as a result.

Can the solution work with multiple suppliers?

Yes. Goods, services, requests and purchase orders can be linked to multiple suppliers. Full supplier management, such as risk analysis, performance measurement and supplier development, is a separate discipline.

Does procurement software replace my ERP system?

No. The ERP system remains leading for items, suppliers, current prices, inventory management, postings and other business processes. The procurement software adds requests, budget checks, approvals and purchase orders.

Can the software create purchase orders automatically?

After approval, a request can be converted into a purchase order. The solution does not generate orders on its own based on sales data, stock trends or purchasing advice, unless a connected system provides that functionality.

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