Client contact management software for Procurement

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hi welcome to focus demo webinar in this session we will be presenting procurement management system which is part of our comprehensive cloud-based ERP so before we dive into the product procurement management system we will just have a look at our architecture of the product called focus 9 so here you can see on the slide focus 9 is a web-based application it is accessible on the web to various web clients like chrome Explorer Firefox exit ramp and similarly the mobile app functionality is available for call for action functions for example similarly reports and transactions specific to the query based transactions database is SQL Server for focus 9 and focus 9 comes up with the province of an ability which turns the data which helps users to turn the data in by using in-memory computing and avoids the latency when it comes to fulfilling the data needs in just-in-time manner so the topic of the day procurement management for digital era well procurement management system has been an integral part of any organization which works on fulfillment with within the organization for within the organization users or outside so in such a drive it is important for a solution to be capable of handling everything right from the requisition to the fulfillment to the delivery and to the transfers digitally so that's where focus 9 comes in place where it has all the capabilities and functionalities which makes the users on board to work from anywhere and everywhere for that matter from home or from office and perform their functions or perform their duties digitally on the platform and all the call for action notifications are happening from the platform or the email and notifications as well as approvals are happening from the emails so that's where we position our product as fully compliant eprocurement solution as far as the module is concerned so let's get into the very basic workflow of a process lifecycle I would say we're in which is generally same for most of the organization's or most of the businesses beat inbound fulfillment or beat for the outbound fulfillment in most of the scenarios it remains the same my he makes a request which has a PR process and then subsequently a PR gets approved by the department head and moves on to the next level to the centralized procurement team and then centralized procurement team possibly takes a world with various vendors or listed vendors that you possibly have the quotation analysis based on the quotation analysis on validated based on lead time or based on the prices or based on the payment terms or discounts you have a selection process which is being comprehensively intuited with within this system and a selection of a vendor B's is being done by the procurement team read the PIO is being sent digitally and then subsequently you have a gr n which is a good sis if note from the supplier then you have an invoice in and the payment week followed while the gr n can be one-to-many many-to-one etcetera all those are a standard process lifecycle for the procurement system so what we are trying to do in today's session is keeping the same workflow as the basis of the gender growth flow as the basis of our fitment or product treatment we just navigate to how it happens in the product so this is the this is a simple workflow which is aligned as per the product so you have users where then you can see on the platform when I'm in the next steps I will be moving on to the platform so here is a PRN shader by name user Jacob and then he receives or the next user receives an email or an alert then he approves which is approved by John and then once the John approves appear it goes to a peer approval alert through the procurement team and subsequently based on that approval procurement team moves forward with Pio processing which is generating the Pio creating the Pio converting the Pio etc and then subsequently if at all required you can have another process of Pio approval depending on the organization depending on the workflow requirements you can also initiate an approval process for the PUE as well then subsequently it is issuing the Pio and sending the Pio to the supplier by email so let's dive into the platform now and have a look at all rather this sequence of events happening on the platform seamlessly so here is the platform you can see on the screen this is the look and feel when you log in you can log in like this on the web and let's say I log in as Jacob so when Jacob logs in let it open when Jacob logs in he can possibly see the screens like this or there is a functionality of dashboard which is basically a PR dashboard purchase request - put being a user he is able to see the performance or the purchases by departments being a user being a PR initiator he might be able to see top five products possibly related to their department or his department and similarly at the same time he is also able to see what are the PRS or the status of the PR as a register in a register form with details of what is it is it closed is it linked etc means what is open what is closed etc so these are software terminologies linked and closed basically now let's get into the flow let's assume that Jacob is creating a PR well you can search you can just see this screen the look and feel of the screen is like this you can do a simplified user experiences in such a way that you can select from here directly as centralized purchase request or you can navigate from here as well you can see a procurement menu like this and standard transactions you can move from here also for now I am convenient doing from here so I'll just select centralized purchase request so this is the the landing page of centralized purchase request where and you can see a summary view of what all transactions have been posted created by modified information the modification in date etc the created time modified time and more importantly all the transactions is the status whether they have been authorized or impending we can see there are a few of them which are in the pending stage also so let's now get into a new PR so here you can see a document number which is following a series or a sequence a document numbering sequence is followed based on the department let's say this particular department is 1 0 0 so the moment I select 1 0 0 the document number changes it takes the first three digits depending on the rules defined further but by the organization so this is an example then it is a requested by let's say a particular user requested by then you have a narration you have a header in mark certain details like that then the important aspect of the system here on validations on on mapping or linking or dependent of dependencies you have something called as category where you can see list of categories being outlined in the in the in the platform and based on the list of category selection only those specific items are getting selected so for example when I select the category as 1 0 0 which is procurement stock item I will be able to see list of for example 3 items so this means they are all stock items they are SKU stock-keeping units possibly so for instance I select this item and that's HP Inc at which let's say 50 pieces I define then in the second example I will select non stock item which could be something which is non stock let's say heavy duty battery I'm just selecting something it's let's say 20 pieces then they select another stock item volume find a clip something he says let's say 10 DS so this is how simple you have the selection the moment you select the number it will populate the search based on that so the user experience remains quite seamless and quite flexible in the sense that you don't remember a specific number you can just type function + f5 will load the details like for example if I want to search binder I can just click on this and you will see binder if I want to search all the items of a category for example I'll just say select category and refresh you can it can put forward various definitions also because say I think it is already in the binder in this category so like that you can select the details so if you have thousands of items it will be more sensible to do f5 search otherwise you can search bills owner default search also now this PR is supposed to be on a for a fulfilment for a particular customer so in that particular context you need to have this PR is for which shipping name for instance this is for a customer like this the moment I select the customer name the address details are loaded automatically you can see this the details of customer if at all whatever the details are there in the master which is a fulfillment master the moment it is being typed it will be coming over here automatically so basically Jacob is a facilitator who's doing who's responsible who's basically representing a responsibility center and he is going to fulfill for a particular customer so that is where the centralized purchase context comes in play so in effect if all done and good to go Jacob now saves the transaction so water is saved now automatically the next level user as per the presentation is John who would be receiving a notification on the system so that he can go and possibly create a or make the approval or he can also receive an email stating like this as you can see Outlook 1 double 0 2 to 20 20 is 0 double 1 requires your approval because I have changed the email ID to my ID for John so that is how I am receiving the email like this and click here now over here you can see a request for authorization all the details which are you can customize this print designer as well so these are the item numbers or item names have selected binder clip except rum at this point of time instead of me hopping on to the system or logging into the system I can do a direct approval from here as well so the product is quite flexible enough to allow you to do approvals from the emails as well or you can log into the system and do the approval so I will rather do the approval from the email so let's say I just click on this so you have approved the requested document basically John has approved the transaction so in this way now when I go back to the request for instance earlier you can see the status is now changed to authorized and approved by John so now at this point of time I can possibly take it to the next step which is purchase order so as you mean Jacob can raise the purchase order or else procurement team can raise the purchase order in this example I am raising the purchase order as being Jacob so I go to centralized purchase order now Dell there is no need for Jacob to retype all the details of the purchase order all he needs to do is click on this pending centralized purchase request which will populate all the authorized ones over here you can see this is example number 11 he can just click on this all the details related to the purchase order is when the selection processed by the supplier team or the procurement team you can select the supplier from here let's say for example I am selecting mmm Sdn Bhd as the supplier and over here if you notice below the details related to the category of the item the quantity the link of the PR etc is loaded now at this point of time you can have partial POS you can have POS which can be sorry we can have P or you can have POS which can be partial in the sense that the request was for 450 and you want to make it for 30 you can do one-to-many many-to-one all these are possible in the platform so now moving on so while the fulfillment is being done in the previous stage at this in the purchase order stage you would want to verify the address details of this supplier so here is a supplier info right click here it gives me the details of the supplier address all the details related to the supplier is coming over here directly over here I can put some remarks like test to your remarks for example had test remarks for example so like that at this point of time either the price list can come automatically or in this scenario we are keeping it manual so this can be updated manually or it can load from the price list if we follow a comprehensive purchase quotation request for code etcetera then it will automatically but because this being a very standard presentation you are keeping it a manual price update but you have a Buy in price book and the comprehensive predation analysis which we are not touching in this session so here which is it is being done and then basically the procurement team can just say save or print the purchase order so for example if it is to be printed so [Music] here I can directly send the PIO to the supplier by email that is available as functionality on the platform wherein I don't need to print it and say it as a PDF and go back to Outlook and attach etc so there is obviously a problem of consistency as well as transparency so you can directly send the email from the platform so I will just select email I have just taken my email as the email ID as otherwise it can list from the vendor master so I'm just saying sin so the email has been sent mail sent successfully let me just get into that so you can see the email coming in just now this is the purchase request so the number you can have the text also so this is the form of a email which is being received by the supplier this can be customized this can be configured comprehensively this is a very brief demo of how a purchase orders will look like you can have various forms of purchase order various designs of purchase order that can be customized depending on the business requirement which will be spelt out during the next sessions so this is how the purchase order is being completed so as far as this part of the flow issue Pio this part is completed as procurement workflow now let's go into the next part which is linkage with inventory or stock management levels so in this the first and foremost step after the purchase order obviously would be the grn which is once the goods are received you go as into the grn screen a user LX will go to the grm screen and if at all it requires an approval he updates the grn and then it can go for an approval before the stock update optional as per the workflow and then it will go as a notification that the grn has been received and the stock is in is in the system so it can go as a approval notification back to the initiator also then you have a pending Pio listing and a three will match against PR Pio and the gr so let's do that with LX login let me log out legit from jacob jacob slogan basically then i will log in as LX so with LX logs in he there is no dashboard because there is no dashboard defined for LX and he can see only inventory menu he can see this yes he is able to see only good secede so here you can select also from here centralized was received and he goes here so if he is receiving the items let's say today itself you just go to pending centralized purchase order you can see this this is the number 5 16:46 that is this has been raised so here you can just double click on this so all the details of the of the purchase order are loaded including supplier information also then similarly at this point of time ideally what LX would be updating is where he is receiving for example he is receiving functioning store column over etc let's say for example he is receiving in banks army in store and if at all he is receiving partial received for example instead of 50 he is receiving 30 and instead of 20 in receiving 15 so basically 20 is spending for the next receiving a next shipment as well as file is spending for the next shipment so next time it will show 5 and 20 as balance while this last one binder clip will not come in the selection basically you can have one Pio many shipments for many gr ends similarly one gr n multiple POS also like for we want to consolidate let's say for POS of mmm Sdn Bhd and create one gr n you can do that as well on the platform so here the moment a good system is done this is safe at this moment the stock is getting updated as per the workflow on this particular database so you can have controls because it is straightaway authorized as you can see straightaway authorized means it will go to this stop and it will be shown in the stock register on the same note the next process which LX would do obviously because this is the first part being done the stock has been has come inside the warehouse now the next thing which is the ultimate objective is fulfillment or supply or shipping to the respective delivery address so for that to happen you have stock outward flow which works like this gir which is good which you request which can be done by the PR team the procurement team or the PR initiator depending on the requirement in this example we are taking LX and then you have a gr approved gir approval which could be again following based on the workflow and then you have a GRE which is boot sushi voucher followed by stock ledger information so let's follow this for with LX login only so goods issue transaction in the goods issued request first of all as mentioned in the slide Goods issue requests there are already two of them so I will follow directly a good issue voucher placed on the Gir so here it will show me all the pending GI are available so here you can see this is all this is one is still not being fulfilled or not being shipped so I'll just double click this so here is a details here is the details where you can see all the details related to the customer to which customer this is supposed to be going and to which responsibility center this could be different also and what is the delivery location there can be multiple delivery location for the same customer recipients are one location then PJ another location etcetera etcetera you can have multiple locations in this example it is all the same so it can be same or it can be different and then from which location it is issuing it will say it will select and then similarly it will also display the fulfillment which is taking the same example so like this it will take the fulfillment puts issue watcher and if at all as an additional free text you can put for your shipping number let's say something like this okay like this it can be safe now so basically they stop basically the process of pio the process of grn and the process of boots issue stands completed at this point of time so this is how simple the workflow is as far as the platform is concerned let me login back as Jacob and to show possibly other areas of MIS which is the reporting area I think I just load this so in this there are several reports which can be obtained based on the few of the transactions which we have done just now so some of them would follow like this example could be there are various categorization in the reports also which have procurement reports then you have inventory reports and then you have fulfillment reports for example orders which have not been fulfilled on which have not been shipped more than 30 days etc at age reports similarly orders which are open partially for orders which are open partially since last 40 days for example so all those type of reports are available in the various sections in the more in the system which one of them is order management you can see analysis of linked documents purchase orders etc let me take a very simple report which is purchase order report so this is a look and feel of the report in the purchase order and you just say select current month so here when we take the report you can take the report on from and - with the these criterias as on date date range and current month only this week etcetera and all the reports are available are possible to be taken in following output screen printer Excel etc and we can just say ok so this is the output or the the screen output of the PIO report which you can see is aligned to a particular set of guidelines of the report you can see the requested by shipping name customer or supplier for that matter category code item item name then the quantity rating loss so on this particular note I would like to stress or I would like to highlight the buttons above which is you can see refreshed print export graph that track filter etcetera let's try to go individually graph for instance I'll just click on graph let's say I want to take it by pie graph for the sake of discussion or bar so it changes the presentation like this so this is a VI element which is part of the product and which comes with a built in bi tool and helps you in making the data presentable in multiple manner and you can have a readily graphical or a statistical information of a particular long report in a summarized form for your various meeting or analysis then subsequently you have filter which is for example I want to filter for instance I'll just do it from here before going to the report let's say I want to filter by a vendor say I want to see only supply a POS off mmm so like that I can filter similarly if I want to add more filters to criteria our search criteria we can grow here for one time we can just make this so that next time onwards it will be available let's say I want to take it by delivery location so you can see one more new filter has been added so now you can take the combinations also so for example mmm and 200 Department so let's say it will populate the data only validating to this particular condition so there is no data anyways I'll just change that so I'll just say mmm so you can see it has filtered only for M a.m. in the moment so likewise you can filter the data you can see all the pure is only 100 that is a reason 200 was not populated so like that you can have credit rations being done in the system in the in this panel another function which is very useful for businesses or procurement teams could be the report again another function which is which could be very useful when it comes to procurement requirement as well as for the analysis and review of suppliers and their pricing would be annales analyzed function when I click on this let's say for example I want to analyse and items pricing across suppliers over a period of time so let's say I take item in a row I take supplier in a column and I take the rate in a column measure so you can see very clearly on the screen binder clip was coated by mmm Sdn Bhd at $28 or 28 RMS whereas with focus often it was paid likewise you can compare between the vendors so this is one very simple example you can have various comparisons which will be which could be so this can be one of the function which can be utilized in multiple requirements or in various scenarios so for example we can put another major could be your shipping name for instance so here you can see or rather I would change it in a different manner I will try to bring in the shipping first then I turn next you can see the shipping details this is the shipping name or the customer name or the fulfillment details and you can see that for BFM is only from ma'am only it has not gone to another person another shipment so like that you can analyze the pores which are available on the platform so there is one more analyzed report which has been saved for instance here there is a purchase or procurement for your report which is being mentioned here you can see this is the same example you can focus software be Sdn Bhd the rates for various items on the top now the items and then the quantity and the rate items quantity and the rate likewise it can go so this is a very simple example and you can create it as a save as report so that it is referable anytime as for the business requirement similarly on that note you have other reports which are purchase order listing this could be another example so I am taking an example of purchase order it can be for any transaction set be it for PR be for gr and for anything you can get the same kind of recording so these are the examples of Radiesse reports which are available in there that's one and you can see across reports you have the same functions you can see the filter in this example the filter is category vendor shipping name purchase order number P or creation date P owner so you can filter either on one or on combination of multiple like for example if I want to fill it up for MEMS DMV SD and shipping name let's say focus off net or Sirica data for for example and pure number for instance so like that you can do this kind of penetrations moving on to the next step which is inventory which is the stock update you can see the item being received and being shipped out for instance I will just select inventory items there is a lot of movement anyway so you can see these items binder clips which we have received and then we have shipped out also so you can see 20 pieces received and 20 pieces shipped down likewise you can see also now if there is any partial also we can do a partial shipment as well depending on the usage and if at all you are not going to receive them you have the begin to close the link or terminate the purchase order after let's say 40 percent or 50 percent of the sea so those are the admin functions which can be demonstrated later so this is how the stock ledger and various reports in the stock module is also available be from stock module reporting for us for instance fast moving slow moving and similarly for aging analysis etcetera all those reports are available another important aspect of our platform when it comes to replenishment when it comes to reorder management there are two default functions which are available in an MRP perspective in the sense from the stock MRP perspective which is virtual stock which gives you a fair idea or fair information of at any given point of time there information of how much is in stock what is in the order what is in the supply or what is on the fulfillment and then subsequently what would be the virtual stock against a three order so this is an example you can see it on the screen I think I've taken so did a calculation actually so you can see the category that this is a column which I have to change from here to there that was customized so here you can see the stock the pending POS which is on-hand PIOs basically the virtual stock and then the reorder level in this example the virtual is like this the virtual stock is ninety the reorder level is set as sixty so basically the check is nothing but the thirty pieces is short so if you want to raise in order you can raise the order basically so this is a very report view as a virtual spot now if you want to raise the index for items which is less than the stock we have a function here in the reports raised in dents for items with no stock so here include purchase orders let's say select inventory only it can allow you to select the item and raise the PU so this is how you can auto-replenish or do a cycle count based basically the intent or POS for items with no stock or not matching with the reorder points what the minimum stock quantities so that's in brief as far as the procurement is concerned a very simple flow of procurement is concerned the product has comprehensive capabilities furthermore obviously right from quotation analysis to request for code to possibly blanket POS drop shipments all these functionalities are also part of the system and that can be discussed based on the further level discussions also so that's it from now thank you