Global Purchasing - Engineering Case Study

A global engineering corporation required a flexible and easy to use purchase to pay solution interfacing with Deltek Vision. The provision of a sophisticated Authority Matrix was a key requirement where local purchases and requisitions could be routed through a Project Management, Regional and Departmental authority matrix. None of the data was to be duplicated in the FMIS system. All capital purchases had to update an equipment register and be synchronised with the matching fixed asset item. For IT purchases paper flow could be greatly reduced if punch-out facilities were deployed with a key IT Vendor.

Requisition

Twelve main purchasing routes are established with different authorisation limits and project filters. Any new requisition initiates an authorisation request sent to a supervisor using the Vision Deltek employee data. If the supervisor accepts the requisition it is routed to a buyer associated with the 'ship to' location.

Sourcing

A number of buyers associated with the shipping address can source the requisition. They can choose to fulfil the requisition from inventory/equipment or by raising a PO. If the purchase emanates from an IT route the buyer can use a punch-out service to bring back onto the purchase order all of the details from the main IT Vendor web site. The revised totals can be checked again and based upon these and other criteria, for example the experience of the project manager, the resulting Purchase Orders are generated.

Purchasing

Vendors receive the purchase order by mail or by email. A system alert manager monitors the progress of the purchase against the required delivery dates. Purchase Order amendments can be raised at any time. Utility bills and other contracted costs can also be entered as Purchase Contracts.

Goods Receipt

Each category of product has its own set of attributes to be used when recording the eventual receipt of the goods or service. Any serialised item can have make, model, year of manufacture, serial number or any other items captured by electronic entry, manual entry or through the punch-out service.

Equipment & Inventory

Any IT equipment is logged into the physical asset register using any of the prior information collated to date. The Equipment system allows for asset tracking and automatic reconciliation with the Fixed Assets Register.

Invoice Matching

Vendor Invoices can now be easily matched (two, three or four-way) against the system. The batch of vendor Invoices are automatically generated into the Vision Accounts Payable system. Any variances, subject to route and category limits, will automate the production of a new Purchase Order Change Request.

Fixed Assets

Fixed Asset additions, transfers and adjustments, are now automatically tracked through the system. All postings to the Vision GL are supported.