Easy2 buy - product data sheet

INNOVATING PROCUREMENT, UPGRADING SAVINGS
Product Data Sheet
EASY2BUY

Easy2Buy.
Easy2Buy is is an electronic procurement system designed to fully
manage procurement processes. It allows the dematerialization,
consolidation and automation of communication and control
activities when an organization acquires goods or services.
The platform is structured according to the following modules: e-Sourcing,
Catalog management, Purchase requisition management and Order
management.
Innovating Procurement, Upgrading Savings
WELCOME TO...

ARCHITECTURE
At the architecture-level, the Easy2Buy
system is a web application that can be
installed at the customer’s technological
infrastructure or made available in the
cloud as a Software as a Service choice.
The system is also accessible via any
web-browser.
Furthermore, mobile Apps are available to interact with the system. These applications
provide useful functionalities for users on the go such as catalog access, order fulfilment, work-
flow and processes follow-ups and approvals, alerts and notifications, team communication
and operational reports. These applications are available on iOS and Android equipment.
The system also implements integration mechanisms to access or be accessed by third
party systems. These include bi-directional web-services or file servers features that may be
configured for import or export routines automation. detailed reports are made available for
immediate analysis or integration with third party systems.

BENEFITS
For purchasing entities
Purchasing entities benefit from Easy2Buy
through generalized cost savings, increase
productivity, better transparency and
compliance.
• Generalized prices reduction due to market broadening and
competitiveness intensification
• Cost reduction through centralization of purchases and consequent
quantity discounts via the reduction of human resources allocated to
purchasing activities
• Reduction of transaction times and acquisition cycles
• Real-time verification of supplier inventories and price changes
• Purchase orders optimization
• Increased transparency in the procurement process, which
encourages suppliers to improve performance
• Improvement of control and conformity processes
• Stock costs reduction due to real-time integration with suppliers’
availability and historical data access
• Simplification of IT infrastructure and improvement of formal and
informal communications
For suppliers
Suppliers also benefit from the system as
it provides process efficiencies, improved
customers retention, and competitors and
market analysis.
• Reduction of transaction times and delivery cycles
• Stocks optimization
• Reduction of administrative and commercial activities
• Errors reduction associated with deliveries, returns and invoices
• Improved competitors’ analysis via access to prices and discounts
data
• Increased transparency and impartiality due to clear identification of
requirements and evaluation formulas
• Automatic dissemination of prices, stocks and commercial conditions,
available on customer’s catalog

RETURN ON INVESTMENT
In a highly competitive economy,
achieving a 5% reduction in operating
costs can lead to a 30% increase in sales.
Moreover, The Hackett Group found that for every $1.000 in acquisitions made through
e-Procurement systems, organizations can save up to $3.500, depending on the volume of
purchases made by the system.
When 75% of purchasing orders are channeled through the system, it is possible to achieve
a $3,5 saving figure given the reduction of transaction and cycle times ($0,5) and increased
compliance with contractual and quality requirements ($3,0).
As such, the acquisition of
an e-Procurement system
is considered a low risk
decision given the identified
and demonstrated financial
advantages.
Source: The Hackett Group (2014)
$3.540.000
$2.370.000
$1.200.000
25%
$30.000 $30.000 $30.000
50% 75%
$1.000.000
$170.000
$2.000.000
$340.000
$3.000.000
$510.000

ORGANIZATIONAL MAPPING
The organization structure can be
exhaustively parameterized in Easy2Buy,
and that includes internal and external
entities. The mapping of those entities
is, first and foremost, performed via a
detailed characterization of each object.
From departments to hierarchical roles, users, organizations, documents, contracts and
suppliers’ data are thoroughly registered and mapped into the system.
Detailed mapping of:
• Branches
• Departments
• User
• Profiles
• Users roles
• Documents
• Suppliers
• Products
• Services
• Contracts and service levels
• Logistics operators
• Workflows and processes

Product Features
SEE ONLINE PAGE
Easy2Buy
PRODUCT DATA SHEET - EASY2BUY [EN] INNOVATING PROCUREMENT, UPGRADING SAVINGS
E-SOURCING
Product and service’s tenders and negotiation with
different suppliers may be performed via a web portal
provided by Easy2Buy. This feature allows the registration of
different providers and the execution of different enquiries
methods, bringing about conditions for maximization of
market forces and contributing to a greater efficiency of
the procurement process. Moreover, a supplier information
knowledge base is populated with each interaction for later
access and analysis.
• Suppliers registration and suppliers evaluation
• RFx (request for information, request for proposal, request for quotation, …)
• Multi variable auction management
• Pre-requirements configuration (value, service level, check-lists, discounts, dates,…)
• Templates, agreements and other documents management
• Bidding and negotiations work-flows parameterization
• Communication management
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
CATALOG MANAGEMENT
The system provides a catalog that consolidates, in a single
place, the products and services that are available to the
organization, with pre-negotiated prices, conditions and
suppliers. The catalog can be updated by internal users or
suppliers in a manual or automated manner. And given the
implementation of access permissions and rules, it may be
fully or partially available to the organization.
• Advanced query mechanisms
• Detailed product sheet (supplier, images, documentation, dates,…)
• Product and services comparison
• Stock availability and pre-negotiated prices
• Suppliers ranking based on quality of service criteria
• Multi suppliers for a single product or service
• Competing and alternative products
• Access rules, permissions and authorized values
• Price variations and updates notifications
• Integration with external systems
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE REQUISITION MANAGEMENT
From the catalog, the user selects products and services
that are gathered in a shopping cart. This information
is directed and transformed into purchase requisition
processes for subsequent analysis and approval. The
requisitions are accessed via detailed search mechanisms
and which details can be edited or canceled. Additionally,
it is possible to group and follow-up requisitions based on
their process status.
• Shopping cart transformation into purchasing requisitions
• Purchase requisition edition
• Purchase requisition cancelation
• Approval and distribution work-flows
• Duplicate entries detection
• Purchase requisition favorites and re-creation
• Alerts and notifications
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE REQUISITION
A purchase requisition may be created manually or via
the products and services catalog, through the shopping
cart. A set of variables can be defined for each item of the
purchasing requisition, that facilitate the characterization
and purpose of use.
• Cost center
• Classification (investment / operation)
• Favorite supplier
• Priorities and service levels
• Entities and delivery conditions
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE REQUISITION
Once the items of the purchase requisition are selected, the
system lets the user revise, edit, cancel and save for further
additions later on. Additionally, the following operations are
also available.
• Attachment of documents
• Alerts and notification definition
• Special requests creation (for items not included in the catalog)
• Template purchase requisitions
• Introduction of notes and comments for suppliers
• History of items and purchase requisitions
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE REQUISITION APPROVAL
After the submission, the requisition enters a work list
waiting for approval. The approval sequence, based on
predefined work-flows, may contain several approval stages
based on criteria such as the total value of the requisition,
the value of a single item, the cost centers or the products
or services typologies. On the other hand, the requester
may issue the purchase order directly based on established
limits or pre-approved budgets.
The approval workflow enables the approval of requisitions by a user, a role or a department.
And based on parameters, a notification email is sent containing the details of the requisition
and direct links to some operations.
The list of requisitions awaiting approval provides advanced query mechanisms and the
approver may edit, cancel or create a new work-flow with new users if required.
All the steps of the work-flow and the different status of the requisition are disseminated to
the requester and include comments and execution notes.

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE ORDERS MANAGEMENT
As soon as the purchase requisitions are approved, they
are automatically transformed into purchase orders. The
system breaks down the requisition items onto one or
more purchase orders, identifying which suppliers are
best positioned to attend the request. The orders are then
distributed by the suppliers and a work-flow is initiated to
follow-up on the purchase process, from the confirmation
to the expedition.
• Automated transformation of purchase requisitions into purchase orders
• Manual editing of items and suppliers (based on access permissions)
• Follow-up of status and evolution of fulfillment based on work-flows
• Communication mechanism between customer and suppliers
• EDI or manual methods
• Integration with logistics operators
• Products and services reception and validation management
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
PURCHASE ORDERS
The system automatically consolidates approved
requisitions per supplier, per cost center, or both criteria.
However, there is the possibility to manually edit or add
items to the purchase order. This can be done on an
ongoing order or on a newly created purchase order. It
is also possible to organize items per supplier, switch
suppliers or send one or more items to an auction for a
potential improvement of the acquisition conditions.
The automatic supplier selection can be parameterized to take into account several factors
such as price, supplier ranking, delivery dates and available stock. The system will, based
on priority factors will propose a rank of suppliers for a specific order. Once the purchase is
concluded, it can be submitted to an approval work-flow. This work-flow may be configured
on the basis of suppliers, non-certified suppliers, quantities or delivery dates.
The approved orders can be sent according to one of the following options:
• Directly to the suppliers
• To an auction
• Into a group of orders

Product Features
SEE ONLINE PAGE
Easy2Buy
SUPPLIERS CONFIRMATION
Regardless of the acquisition method (directly or via
auction), the supplier is informed of the existence of a
purchase order through an email notification. The contents
of the email provide detailed information of the order
and links to access the platform. If the supplier is not able
to fulfill the order, or parts of it, the system permits the
identification of the items that may not be attended.
• View the order details
• View the associated documents
• View the execution notes and comments
• Confirm the contractual conditions (bulk or item per item)
• Change the contractual conditions (subject to approval by the customer)
• Communicate and define alerts
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
LOGISTICS OPERATION
If the order does not entail any irregularity or is approved,
the supplier may register in the system the status of each
item processed. As the items are processed and made
available for transport, the system automatically updates
the order and enables, according to parameters, the issuing
of requests to logistics operators to collect the order (either
partially or entirely).
When issuing a transport order to the logistics operator, that may be selected according
to a pre-established set of criteria, Easy2Buy, when integrated with the logistics operator
information system, allows for the real-time traceability of the status of the transportation.

Product Features
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Easy2Buy
ORDER RECEPTION
The suppliers or logistics operators confirm the order
delivery in the platform and, at that moment, Easy2Buy
generates a delivery receipt, uniquely associated with the
order and identifying whether it is a partial or full delivery.
The system lets users generate work-flow processes to
manage the reception of the items.
• Receive and validate items
• Reject the delivery in its entirety or just partially
• Issue execution notes and remarks on the items
• View the contractual conditions
• Manage the order status via work-flows
• Create additional work-flows for further validations
When a delivery is rejected, the systems creates a new work-flow to manage the items
returned. It is then possible to return the items with the following options:
• Credit note
• Replacement
• Alternative items
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
INVOICES
The Easy2Buy solution allows for electronic exchange
of documents (EDI). For instance, the purchasing
orders generated in the system, at the delivery stages,
have consignment notes automatically associated and
registered.
Also, the invoices issued by suppliers may be integrated into Easy2Buy. This integration
enables the association of one invoice to one or more purchasing orders or just to a sub-set of
the items in the order.
Such mechanisms allows the identification, at any moment, of the order, the consignment
notes, reception receipts, invoices and respective status of each of these documents,
facilitating the accounting processes of reconciliation and control.

SEE ONLINE PAGE
Easy2Buy
Product Features
EASY2BUY APP (MOBILITY)
The mobile App provides access to global system
information, with a particular focus on pending requisitions
and relevant data to approval decisions. The features and
information available in the APP follow the rules and access
controls policies implemented across the system.
• Communication between customers and suppliers
• Purchase history access
• Information on cost centers, departments and users
• Budgetary control
• Pending authorizations and approvals
• Product detailed information
• Suppliers and prices history
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
INFORMATION ANALYSIS
The system offers a detailed set of features to visualize,
access and generate detailed operational data. Easy2Buy
provides an analytics engine to perform advanced data
analysis. This module goes beyond the traditional reports as
it transforms applicational data into relevant management
information for control and decision making processes.
• Reports
• Dashboards
• KPIs management
• Variable customization
Key Features:

Product Features
SEE ONLINE PAGE
Easy2Buy
KPIS
Amongst others, the following standard information sets
are provided.
• Savings per product and service
• Costs per product or service category
• Discounts %
• Order quantities
• Average value per order
• % of returned items
• % of acquisitions to non-certified suppliers
• % of non-certified suppliers
Key Features:

Product Data Sheet
EASY2BUY
WWW.BETTERTECHSOFTWARE.COM

Easy2 buy - product data sheet

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