Purchasing and Supplier Chain Management Software: BEAM

Purchasing Management (E-Purchasing)

What is purchasing management and how is it done?

The system to manage all processes from requesting to the receipt of a good or service is called purchasing management. Purchasing processes to be determined by each company based on their own rules are designed on the workflow application and then quickly made available for the company. On the other hand, it is also possible to record all communications between requester and purchasing department thanks to the messaging screen. KPI (Key Performance Indicator) data, which are very important to monitor the performance of purchasing process, are displayed on the dashboard, so that the performance can be monitored.

We can design all exported forms (Request Form, Proposal Form, Order Form, Quality Control Form, Material Entry Form, etc.), which are usually used for purchasing operations, specifically for your company by using Bimser’s Purchasing Automation solution. You can submit your proposal either in Excel or PDF to relevant companies as soon as you create your proposal template. You can also upload the data provided by the bidding company to the system in Excel format by entering them to bid template, prepared in Excel, which you retrieve from the application. It is also possible to export the bid assessment record, which you have prepared separately, from the application to Excel. As soon as you create your orders, you can e-mail the Order Form, which was designed exclusively for your company, to the relevant supplier and so you can accelerate the process and prevent unnecessary loss of time. Although it is possible to enter documents separately for each of request, bid, bid assessment, order and receipt operations, any document that you have attached to the bid can also be migrated to bid, order and delivery and receipt stages. It is also possible to access current warehouse data of the materials, based on authorizations granted for the bid. All previous supplier / last supplier details as well as all submitted bid / last submitted bid details and supplier details of the relevant company can be accessed from the request and during the bidding process, based on authorizations. It is possible to reach the bids, received for relevant request, the orders and material entries easily through the details option available in procurement lists. It is also possible to end repeating additional works by integrating the solution with accounting module of your existing ERP system as Receipt Waybill after entering the warehouse.

Workflow Scheme for Purchasing Process

The workflow begins with purchasing process request screen of BEAM solution and goes through the receipt of material at the warehouse and below listed processes until the flow is completed.

  • Request
  • Requesting / Creating / Assessing the Bid
  • Order
  • Delivery & Receipt
  • Material Entry

It is possible to design workflows in accordance with the requirements of enterprises thanks to the workflow management available for all purchasing processes.

Creation of Purchasing Request Form

This is the module, in which the quantity of material or service, whether approved or recommended supplier will be used, current warehouse quantity and estimated purchasing price details and material based delivery warehouse and procurement officers are entered and request related technical documents, drawings, etc. are added and approval stages of the request process are configured.

It is also possible to initiate the purchasing request for any spare part requested to be used in the work order through the Maintenance module.

Any user, who made a purchasing request, can view the status of his/her request at the material level, the status of bids and order, and the entire process until the material is received by the warehouse through a single screen.

  • The heading of purchasing is determined by defining the document type. Purchasing definitions, such as internal purchasing, external purchasing, purchasing with tender and service purchasing, etc. can be made.
  • It is possible to define “Bidding Rules”, based on whether the bidding supplier must be an approved one or not, the number of minimum bids, the amount of bids and expense type by using document type definition function.
  • Expense type function is used to control, track and report which types of purchases are used. E.g. Definitions, such as Opex, Capex, etc.
  • Payment methods to be used by the enterprise can also be defined by using payment methods section. E.g. In installments, prepaid, due within 15 days, etc.

Purchasing Bid Request / Creation / Assessment Form

Bid Request and Order Request:

This module is used to select the companies, from which bids will be requested for the relevant goods and services, to enter the term and bidding dates, to prevent any user to view the bids until the last bidding date, etc.

Bid request screen has options, such as Creating Bid from Request, Creating Order from Request, Creating New Bid, Creating Material Entry from Request, etc. which allow users to act based on their needs.

Creating a Bid:

The module that is used to enter details of bids, received from companies, such as quantity, price, model, discount rate, currency, etc. either manually or by using a template.

If requested, the bidders may also submit their bids online through the system.

Assessing the Bid:

This module is used to decide which companies can submit a bid at the material level, based on relevant bid group number. Companies that have submitted the cheapest and the most expensive bids are colored differently and bids in different currencies are converted to the currency determined by the company in order to facilitate the assessment.

The process can be returned to the purchasing officer through the workflow and it is possible to revise the relevant Bid Assessment.

Purchase Order Form

This module is used to create new orders independent from the request or bid, to arrange orders that were created from the request, and to arrange the orders placed to the companies that were selected as a result of the assessment. It is also possible to design flows on the order. It can be ensured that the orders, which were created independently from Bid Assessment, can pass through an approval mechanism.

Delivery & Receipt Form

This module is used to apply quality control optionally for materials that were ordered and expected to be received by the warehouse and to receive the materials to the warehouse after their quality and quantity are approved.

These materials can be received by the warehouse, based on Waybill Invoice no. or Receipt no. This module is also used to accept partial or complete delivery by entering details, such as delivery type, delivery date and delivering person.

Material Entry Form

This module is used to arrange the records of materials, which were received by the warehouse, to enter waybill details and, if the invoice is received, the invoice details and to cancel relevant entries.

If requested, it is possible to issue materials directly to relevant cost centers through the Material Entry Form.

If necessary, ERP system of the enterprise is integrated to enter the data directly to the system.

Procurement Management (E-Procurement)

What is procurement management and how is it done?

Companies need supplier management in order to ensure that all expenditures are managed from a single center, their suppliers and information provided by them are viewed at one point and maximum productivity is achieved with minimum cost.

You can make your requests quickly and monitor the performance of your suppliers real time with BEAM purchasing management system. So you can manage your entire procurement process from a single point and increase your productivity with your automated supply chain. You can compare bids received and submit them for approval and you can create workflows with approval processes thanks to the function that check eligibility with purchasing conditions.

Supplier Evaluation Criteria

If your enterprise has Bimser’s QDMS Integrated Management application, you can submit surveys to the purchasing unit, requester and the person that received goods at the warehouse to generate a Supplier Evaluation score thanks to the survey module after the ordered goods are received by the warehouse.

You can then retrieve your supplier evaluation report from the system.

Quality Control Process

After the completion of acceptance procedures by the warehouse officer during Delivery & Receipt stage, one of the most important steps of purchasing process of the solution provided by Bimser, you can use quality control approval process by the workflow approval mechanism that will be designed according to your enterprise.