PROACTIS Blog

Effective Purchase Authorisation with PROACTIS

Charlotte Sutton
Charlotte Sutton,
PROACTIS
PROACTIS Purchase Authorisation helps organisations to rapidly address this critical element of Spend Control. 
Using the Purchase Authorisation solution you can quickly and efficiently put in place:
  • Easy online entry of purchase requests and requisitions for all types of goods and services
  • Automated authorisation workflows based on approval policies and organisation structure
  • PO release to suppliers along with receipting to prepare electronic POs for invoice matching
  • Budget and purchase commitment visibility for departmental and financial managers
  • Capture and reporting of detail spend data for use by Procurement in spend analysis
PROACTIS Purchase Authorisation together with Invoice Processing provides a comprehensive approach to rapidly and confidently deploy a complete purchase-to-pay environment that addresses all of your PO and non-PO spend categories. It provides a highly structured, efficient and cost-effective process for organisations to:

Categorise and prioritise purchase categories for the pre-authorisation process
  • Identify categories that require PO pre-authorisation(non-PO categories and PCards will be addressed in Invoice Processing)
  • Prioritise categories and organisational areas for initial focus and phased expansion
Establish your standardised approach
  • Organisational policies and hierarchies for purchase authorisations
  • Account coding and budget checking rules
  • Workflows for each type of purchase (e.g. employee self-service selection of supplier and item, employee requisition for buyer or category expert assistance, etc.)
Educate stakeholders on new purchase and authorisation procedures
  • Employees, managers, category experts and buyers
Launch purchase authorisation portion of P2P system
  • Initial purchase categories and organisational areas with phased expansion 

Comprehensive purchase-to-pay (P2P) tools

PROACTIS will put in place the functional capabilities you need to establish an organisation-wide online purchase request and authorisation process for all types of self-service and assisted purchases. Utilising electronic workflow, a business rules engine, access to budgets, multiple PO release and receipting methods, and a range of reporting and analysis tools, the ‘front-end’ of PROACTIS Purchase-to-Pay has several important advantages:

  • Comprehensive, best-in-class capabilities integrated with ‘back-end’ invoice processing
  • Cloud or on-premise deployment
  • The ability to easily grow into additional areas if desired (e.g. electronic trading, sourcing, supplier management, contract management, catalogue management)

Expert start-up assistance

PROACTIS Spend Control professionals will work with you and your team to perform all of the activities needed to develop your electronic purchase request and authorisation processes.

PROACTIS will:

  • Help outline best-in-class process flows for each PO-based spend category, as well as a step-by-step phased approach to deployment across your organisation
  • Configure the PROACTIS P2P solution with your organisational structure, authorisation policies, account coding rules, account access and more
  • Develop electronic workflows for each type of purchase, along with your central catalogue and initial supplier catalogues and/or website punch-outs
  • Guide development of your internal education process
  • Assist with the launch of your P2P system to your organisation 
With guidance from PROACTIS, your team will:
  • Establish the spend categories and organisational areas for which you will deploy the online purchase request and authorisation portion of PROACTIS P2P
  • Provide a definition of your organisational structure with roles and responsibilities
  • Lead your internal stakeholder education process
  • Launch and expand deployment of your P2P system with PROACTIS assistance 
Optional Ongoing Services

You will probably want to use related PROACTIS Solutions for Invoice Processing, Electronic Invoices and Supplier Content Management to round out your purchase-to-pay deployment. Taking this approach, you can deploy your P2P system in the sequence and pace that makes most sense for your organisation.

PROACTIS can even provide ongoing support services – either for an initial period or long term. PROACTIS can work as an extension of your team to:
  • Provide additional organisational roll-out assistance
  • Develop tailored training and online help materials
This combination of structure, technology, and professional resources delivers everything you need to get started now, realise rapid results and, most importantly, establish a lasting foundation for fast, easy, well-controlled online purchase request and authorisation.
 
Did you miss part 1? View it here
 
 
 
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