Procurement processes

Procurement process management

There are many different tools to support procurement from IT side. The user organization’s size, type and industry determines which solution is needed.

  • E-sourcing strategic procurement solutions mainly support the processes of supplier selection.
  • Operative procurement processes are mostly required for catalog – like goods and services procurement with approval management and group ordering functions.
  • After order completion, incoming invoices are automatically attached to suppliers and certifications of completion, hence payments are – partly or wholly – automated.

In every scenario, exact identification of responsibilities is required, since it is one of the fundamental elements of organized work. In case of an internal order, employee purchase request or supplier selection, the process must be approved by responsible persona at some point. Since almost all operative processes need approval from different organizational levels, IT support of such approval processes is also fundamental.


What type of procurement systems to choose from?

We offer a number of different procurement solutions to fit all needs.

In case of enterprise – level P2P process management we offer a unique solution for this purpose. This software is capable of managing:

  • The catalogues of all suppliers
  • Character recognition based automatic invoice management
  • Recurring orders or supplier selection
  • Approval processes with multi – level approval support
  • Controlling and payment management processes

In case of smaller companies, we offer tailor - made procurement processes which are fitted to operate in SMB environments. Any process of any complexity can be managed however, so in case you have a comprehensive and strictly policy managed procurement routine, it can be defined in the module - furthermore, the moule can integrate with virtually any system you use to manage the process as whole, including - but not limited to - the following: CRM/PRM systems, other supplier databases, invoicing solutions, ERP systems and any other system supporting standard interface connections.


why choose xflower procurement management?

In case you would like to insert a workflow and DMS system into sour existing IT infrastructure that not only supports end – to – end operative purchase process management but is able to manage:

  • Related approval,
  • Invoicing,
  • Payment
  • Delivery processes
  • Data sets

while seamlessly communicates with other systems (through interface connections)  then xFLOWer is the professional choice.

xFLOWer is a robust and mature cloud based workflow and business process management solution. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leaders throughout Europe. Contrary to other procurement systems, xFLOWer is not only a “pre – wired” process, in which statuses and deadlines can be adjusted, but a much more comprehensive, yet easy to use workflow system capable of managing business processes, documents, approvals, user rights and historic customer data among others.


procurement management framework

The xFLOWer procurement management module is part of the xFLOWer workflow framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer procurement is a cloud based solution, however it "only" ensures a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer Cloud product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless. 


procurement support processes

In the xFLOWer procurement module, everything is controlled by business processes, to which documents are attached. The processes are guiding all colleagues step by step through the operative procurement tasks, so it is not possible to omit any required administrational task. 
No matter how complex your processes are, xFLOWer is always up to the challenge:

  • Serial or parallel linked process steps
  • Automatic decisions
  • Interface connections to other systems
  • Access management (user rights) processes
  • Escalations
  • Easy workflow editor tool
  • Mobile interface
  • E-mail based approvals with active links

As procurement processes do not end at the delivery of the ordered service or goods, xFLOWer manages all related processes – and beyond. By implementing xFLOWer procurement management, you gain access to a full process management framework, able to manage all operational processes, even with integrations to as many systems as needed. Check out the xFLOWer Cloud selection – all these features and process types are available for you! If you need any of the further modules, it can be implemented in line with the procurement module at the same time it is implemented. However, if you only need further modules in the future, implementation into your existing IT infrastructure and xFLOWer instance will be flawless.

Some examples of further processes xFLOWer can handle with ease:


Automating procurement processes

You are free to decide what procurement logic you want to use, and also, complete freedom in terms of parameterizing xFLOWer to support such logic is provided.

Your possibilities:

  • Serial approval: more approvers after each other
  • Parallel approval: More approvers approve at the same time
  • 2-4-6-X eye approval: At least „X” eligible approvers must approve
  • N/M approval: From „M” eligible approvers at least „N” must approve (e.g. from 5 directors at least 2 must approve)
  • Automated decisions:
  • Different approval for VIP customers
  • Different process for customers with dedicated account managers
  • Different process for frame agreements


Automated approvals

You may use automatic approvals in which the system decides if a request – or invoice, payment, etc. – can be approved or not, based on certain, freely configurable decision criteria. For example, invoices that are below a certain total amount can be approved automatically, while invoices above the limit are automatically forwarded into the approval process for manual approval.


Procurement data sets

xFLOWer procurement module includes supplier data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store partners’ company size, location, supplying potential, premises, contact persons or unique data types such as foot size, language knowledge, turnover, political relationships or the GM's kids’ names - really whatever you may imagine!
Related to your specialties, information linked to your product or service requirements can be managed at the level of individual partners, or you may create different procurement processes for different product or service types. 
In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data into xFLOWer during implementation. 
In case you need different data sets, not only a supplier database, it is also possible with  xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Procurement processes will always be attached to the appropriate data set.


expedience of xflower procurement module

xFLOWer procurement management module makes processes transparent and clears the responsibilities by the strict distribution of user rights and eligibilities. Certain process steps can be automated in the module – for example, in case all data is available for an order form, the module automatically fills the required fields and forwards the form for approval.


how xflower procurement works?


Asset procurement example

  1. Purchase need arises, request form filled – in our example a recurring office supplies purchase request. The requestor records his need in the system, which is then saved and becomes reusable in case of a recurring need.
  2. Offer prompting – In the module, suppliers data sets can be recorded, different for each product segment. Therefore the system is able to ask for offers from different suppliers, always to the product segments they supply.
  3.  Request and offers forwarding to the approver – When the requested offers arrive, the requestor can choose which offers he would like to forward to the approvers (or all offers can be forwarded, based on settings)
  4. After approval, the PO is forwarded to the supplier. In that case, only the chosen supplier receives a PO request and the process is finished.
  5. Forwarding to the finance department – After closing the purchase request process itself, the process is passed to the finance department to perform further task (invoice filing, payment, etc.)


ready to use procurement system

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud procurement module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.