Kolaco Solutions: Intranet Purchasing system
Creating electronic Purchase Requisitions
from Multiple on-Line Vendor Catalogs
Objective
To reduce the cost and number of errors and incorrect information associated with manual paper form purchase requisitions.
Need Identified
The company’s employees were manually completing purchase requisition forms, entering their personal identification and department information as well as entering the individual line items for purchase. Completed forms contained incorrect information, ranging from name and department codes to invalid vendors, part numbers or prices. The company needed a system available on their corporate intranet to:
- Pre-fill user and department information.
- Provide access to approved vendor catalogs containing only products approved for purchase.
- Integrate with the financial system for processing and fulfillment tracking.
Solution
Kolaco developed an Intranet purchase requisitioning system that converted all vendor databases to an on-line catalog and allowed users to create purchase requisitions by browsing the catalogs. The system defaulted with their user and department information, allowed access to only pre-approved vendor catalogs and performed validation checks to assure all information was complete and accurate prior to submission.
Vendor catalogs were kept current by the individual vendors so users always had access to current products and pricing. Users could work on orders over a period of time and submit for processing when ready. The requisitions would then be transferred to a mainframe financial system for processing.
Benefits- Reduced time and cost to complete purchase requisitions.
- Fewer errors completing basic user and department information.
- On-line access to current approved vendors and products with associated pricing.
- Ability to save in-process orders.
- Integration with the mainframe system to eliminate double entry.
Time Frame
This system required approximately 2 months of development time. Implementation occurred over 3 months.
Kolaco, Inc.
88 East Main Street, Suite 300H
Mendham, NJ 07945
P 973.984.3000
sales@kolaco.com |
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