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iPOS Procurement Solution

iPOS for SunSystems is a purchasing tool designed for companies who want to minimise the cost of purchasing and deliver measurable ‘bottom line’ savings to the organisation. Using the power of the internet, users are released from the constraints of paper-based requisitioning and approval; whilst managers have full visibility of costs from requisition to payment.

iPOS is a browser-based solution harnesses the latest technical innovations to deliver an intuitive, easy-to-use requisitioning system. This approach is the cornerstone in delivering significant cost savings, operational efficiencies and a greater return on investment.

Features of iPOS

The purchase of functions available in iPOS include the self service requisitioning, catalogue searches, virtual company searching, purchase order creation, work flow-driven approvals, receiving goods, returning goods to suppliers, correcting receipts, supplier invoice entry and approval.

	Simple and advanced entry forms.
	Multi-layer approval matrices.
	Exception authority.
	Selection of items from catalogues, my favourites, templates and previous items.
	Emergency purchase order number creation.
	Unlimited requisition lines for multiple delivery addresses and multiple suppliers.
	Purchase order consolidation.
	Receive goods without a purchase order.
	Process involves without a purchase order.
	Virtual entities for contractors.
	Powerful searches.
	Budget checking.
	Soft commitments, hard commitment and accrual postings.
	Users validated with corporate and accrual postings.
	Users validated with corporate address book.
	Ability to define a supplier for an item and define multiple supplier addresses for each item.
	Unlimited internal delivery.

The Benefits of Requisitioning

Reducing cycle time drives down operating costs and working capital requirements. Significant and tangible cost savings result from electronically transmitting orders to suppliers - saving management time, reducing handling inaccuracies and delays, and eliminating non-value-added tasks such as redundant entry of requests or paper-based approvals.

Automating the Process

Money is lost because employees purchase items at list prices when a discount from an existing volume pricing agreement should have been received.  The iPOS solution solves this problem by offering employees an alternative that is faster, simpler and more convenient. It gives companies the power to channel all buying activity through one system, to suppliers of their choosing, thus greatly reducing 'maverick buying'.

Ease of Use

With a new requisitioning system, companies need the assurance that employees will readily embrace the new application. iPOS is intuitive, convenient and attractive to use, ensuring employees readily adopt the newly sanctioned process rather than merely following a directive to use it.

Savings

iPOS provides significant savings for two reasons. Firstly, all the paperwork in the purchasing lifecycle is eliminated through self service automation. Secondly, the price, quality and delivery information for all your purchases across all locations can be viewed, enabling the negotiation of contract with cost savings.

Integration

A hidden pitfall in most requisitioning solutions is the level of integration required, but unavailable, with the company's financial system. iPOS is tightly integrated with SunSystems thus offering significant benefits immediately.

Self Service Simplifies the Process...

... and makes the entire purchasing life cycle simpler and faster by eliminating redundant effort. When employees enter the requests themselves, the need for double entry is removed - saving time and paper.

Building the Business Case for Requisitioning

There are many publicised benefits for implementing a requisitioning system. We suggest that there are two approaching in building the business case.

The first case, the Process Model, estimates the cost of the organisation's purchasing process multiplied by the number of invoices and orders. This is the amount that the savings are measured against.

In the Process Model, savings in time spend on queries, following up transaction status and time taken to receive approvals are emphasised. There are pit falls with this approach. Namely, the process is principally about time and motion.

The second approach, Compliance Model, addresses the standardisation of the purchase policy and procedures and purchasing on the company's pre-negotiated terms and conditions. The savings arise from only purchasing approved goods and services in an automated process.

Savings Available When you Adopt Requisitioning

	Process automation which boosts productivity.
	Planned item catalogues deliver quick savings.
	Payment integration reduces transaction costs.
	Tight integration with a variety of finance systems avoids the integration pitfalls and automatically incorporates electronic payments and reconciliation.
	Virtual company searches assist in selection of service contractors.
	Cradle to grave inquiry functionality.

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