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Procurement (Buying)

Streamline operations, achieve best value and obtain full control over your procurement

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We understand 
your Procurement challenge

  • You need to ensure that your budget is allocated and used as smartly as possible.
  • Procurement procedures are complex and varied across departments.
  • Employees often make purchases without appropriate authorization.
  • Many purchases are made from non-preferred sources.
  • There is no visibility of purchase commitments until invoices arrive.
  • Lack of ease of use in current (ERP) system.
  • Employees are reluctant to accept new software.


We have 
the solution

With Proactis Procurement you can control the whole procurement process - from order request and approval, to order creation and receipt - across all products and services, in one system. You can guarantee that your employees order within the defined procedures, policies and budgets. Regardless of which ordering form you may decide to use, the complete procurement process is covered.
The Proactis Procurement Dashboard is the central point where every employee can order products and services – or even to request hiring temporary staff. The solution takes the ‘online shopping experience’ for users to the next level, with features such as intelligent search functions helping the user to find the products and services more easily, across catalogs. The system assigns the correct steps in the process (guided buying), so that even occasional users can navigate the process themselves, while the order requisition process ensures that orders are placed with contracted (preferred) suppliers and as per the correct conditions (compliance).

What you can do

Proactis Procurement will arrange the cost allocation for budgets and invoice processing automatically, from the moment the purchase request is created. You can then allocate cost centers to an individual user (for example, the person placing the order, assistant or budget owner) or to a department. Cost accounts can be allocated to individual products and/or categories within a procurement catalog, so when the person placing orders selects a product or catalog, the cost category will be entered automatically.

Approve requests,
quickly and

You have complete control of ordering authorization, stock and budgets to ensure that your employees are ordering within the defined procedures - removing unauthorized agreements. You can define the approval structure in the system based on product type, cost center and order amount and a flexible workflow ensures that orders are always approved in accordance with the internal procurement rules. The system ensures that all users have insight into the status of their order request.

Create and
book orders,

Once the order request has been approved it is converted automatically into an order. The flexibility of the solution means that one request can be split into multiple orders, depending on the number of suppliers in the request. Each order is given a unique order number that matches the order request and can be linked to your financial system. All orders will be entered automatically at the correct cost account and center.

assessment of

You can enter the receipt of (partial) deliveries and (partial) receipts in the system, but you can also register the condition of the delivery. This will ensure that you can keep track of which deliveries are not accurate or fit for purpose. By determining this data consistently and in full, you will have vital management information to further improve your operational procurement processes.

Simplify the day-to-day purchasing process while ensuring compliance and control

With Proactis 
you can achieve:

  • Full control of your complete operational procurement process.
  • Everyone in your organization can place orders, through a user-friendly set-up, from approved supplier catalogs or websites.
  • Faster approval procedures that are always in accordance with the correct rules and policies.
  • Transparent working method and procedures.
  • Improved supplier relationships.
  • Avoidance of unnecessary purchases.
  • Use of negotiated supplier agreements
  • Reduced risk of supplier non-conformance and non-compliance.
  • User acceptance across the organization due to user-friendly functionality.
Spend management starts here
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