The price of purchasing, and doing business, is on a stable rise. Commercial enterprises have started to regard procurement management as their top concern since it takes up a big share their general spend. Considering most companies still hold on to the manual procurement practices of theirs, a full revamp of the procurement capabilities of theirs is crucial to keep pace with business needs.
In order to receive the basics right, organizations need to implement an effective procure-to-pay progression and embrace the correct technology solutions. Nonetheless, simply revamping the task and employing a top engineering item won’t come up with the procurement feature best-in-class.
So, what does it take?
The answer may well differ from one group to the next, but there are some procurement best practices which couple of leading corporations have adopted over time. Here is an outline of five procurement best practices which, when implemented properly, may appreciably lower costs, improve process efficiency, and have a good effect on the cost-income ratio.
1. Cloud based procurement tools
Taking procurement digital is a critical step in making procurement activities future ready. Digital procurement solutions help teams reduce the repetitive operational facets of procurement, freeing up staff to center on strategic roles.
As technology continues to become an essential part of the daily activities of ours, a complete digital transformation for procurement routines is inevitable. High-performing companies are actually leading the pack on digital procurement habits.
Here’s what competent digital procurement strategies like Gatewit Procurement Cloud Software can handle:
Supplier Management – Onboard, maintain, and control vendors in an easy-to-use, efficient platform.
Invoice Approval – Approve your invoices on the go and perform fast three-way matching.
Purchase Requests – Fluid types enable you to record, approve, and keep track of buy requests.
Buy Orders – Issue POs and create orders instantly from approved purchase requests.
Spend Analytics – Generate actionable, data-driven insights from the purchasing-related data of yours.
Integrations – Connect the procurement cloud of yours along with other important finance software systems.
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2. Spend Transparency
Making procurement capabilities transparent is the baseline to unlock prospective savings and make headway into obtaining operational excellence. Invest transparency is actually the key to ensuring accountability and lessening opportunities for fraud in the procurement process.
Measures to make certain spend transparency in the procurement process:
Define and implement procurement policies properly
Computer monitor and document every phase of the procurement process
Identify and handle a listing of approved supplier lists
Establish fool-proof procurement contracts
Conduct regular audits By utilizing the power of data analytics as well as automation, organizations can eat away dark purchasing and maverick spend. Procurement technological innovation provides much better visibility into the procure-to-pay cycle.
3. Supplier engagement
Every company has a selection of suppliers which deliver important items, offer special services, perform regular maintenance, and complete one time immediate repairs. While calling a particular vendor to buy a merchandise or repair a faulty machine may seem easy, the process of qualifying and taking care of a supplier is anything but.
The process of determining a potential supplier, onboarding the vendor, scheduling the service, obtaining the invoice, and paying the vendor is actually overwhelming. If managed manually, just an easy practice of publishing one vendor invoice can take in several hours.
Dealer management tools provide a set of special features to help improve the source-to-contract progression and improve supplier engagement. eProcurement equipment provide extensive vendor dashboards, built contract templates, digital procurement processes, and intensive integration with accounting control systems.
A company is able to develop supplier engagement by:
Generating win win situations as well as trust
Treating suppliers as strategic partners
Monitoring supplier performance with certain KPIs
Enabling interaction and collaboration with vendors ☛ Free Guide: The Ultimate Guide to Managing Remote Procurement Teams.
4. Optimized inventory
As profit margins shrink in certain industries, organizations are constantly looking for ways to control their invest and help improve the bottom line. Their primary focus is the procurement process. And so, procurement teams have to frequently examine the inventory of theirs and strive to make certain they stay optimum.
Best-in-class groups seriously consider the inventory of theirs since the’ real cost’ of holding inventory is significantly larger compared to the price of purchasing things. The rule of thumb for holding prices is actually somewhere between twenty as well as 30 %. And it is not only consumable items that go bad over a period of time everything from consumer electronics to clothing are actually subject to risks.
The main reason behind out-of-balance inventories is very poor planning and forecasting. Procurement leaders around the world are slowly realizing the power of more effective data-driven insights. About 50 % of respondents in 2018 Global CPO survey confided they’re leveraging advanced and intelligent insights for price and inventory optimization.
Here are a few issues organizations need to examine whether the inventory of theirs is optimized:
Do you know the ratio of operating inventory in terminology of safety, replenishment, and extra stock?
Does the procurement team over- or perhaps under-purchase any products/services?
What is the optimal frequency of purchases?
Are several buy requisitions and orders in sync with inventory levels?
5. Contract Management
Although procurement teams try to negotiate potential savings in the sourcing stage, they never totally unlock the value. Although the reasons vary, the most common issue is a disorganized arrangement management process.
A recent report on contract relief suggests that nearly eighty one percent of organizations do not use any Contract Lifecycle Management (CLM) software. Being a result, they have to deal with a selection of soreness points like lack of consistency throughout contracts (fifty three percent), troublesome processing (45 percent), and supply chain continuity troubles (thirty six percent).
Organizations can stay clear of these procurement pitfalls by moving their contract management function to the cloud. When contracts are created, stored, and maintained in a centralized information repository, organizations can leverage their invest optimally, reduce expenses, as well as mitigate risk.
Contract management automation is going to provide organizations with:
Main repository: Store all files (riders, amendments, etc.) in a cloud database that is accessible from anywhere
Configurable interface: A very scalable as well as customizable interface which may be tailored to fit around company needs Automated notifications: Trigger automated alerts to highlight contract milestones, renewals, and chances for renegotiation.
Performance monitoring: Track adherence, pricing fluctuations, product quality, and delivery time to purchasing terms/policies