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Fuel Good 2018: Procurement Processes that Prevent Overspending
The document discusses procurement processes that can prevent overspending. It outlines an agenda covering cost control overview, the requisition process and budgets, invoice tolerance comparisons to purchase order unit costs, spending analysis, and processing efficiency. The presentation provides details on implementing an online requisition system with budget tracking, invoice unit cost controls, using attributes for spending analysis, and tools for increasing efficiency like request templates.
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Fuel Good 2018: Procurement Processes that Prevent Overspending
- 1. Procurement Processes That PreventOverspending Jeff Rintoul
- 2. #FUELGOOD18 YOUR PRESENTER Jeff Rintoul SeniorApplication Consultant Finance Applications Joined Sparkrock in 2011
- 3. #FUELGOOD18 1. Cost controloverview 2. Requisition process and budgets 3. Invoice tolerance comparison to PO unit costs 4. Spending analysis 5. Processing efficiency AGENDA
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- 5. #FUELGOOD18 Cost Control Overview •Predictive maintenance to keep the operation running • Buyers who are a resource to the organization • Buyers who ask for things other than discount that add value • Playbook for a supplier to become a selected supplier • Use of a vending machine and swipe card to create discipline for items in demand
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- 7. #FUELGOOD18 Paper & Emailsvs. Employee Centre • Online request entry selecting from a catalogue with images and attachments • Multi level online approval with separate over budget approval and delegation • Remaining budget visibility before approval of the request • Configure contracted prices into an online catalogue
- 8. #FUELGOOD18 Sparkrock Tools –Employee Centre • Purchase requisition • Expense types incorporating contract terms • User security to control access to dimensions and budgets • Budget amounts by dimension value and budget category • Approval Thresholds based on dimension values • Requisition edit control following approval • Email notifications
- 9. #FUELGOOD18 Purchase Requisition Walk-through •From request to approval
- 10. #FUELGOOD18 Invoice Tolerance Comparison toPO Unit Costs
- 11. #FUELGOOD18 Unit Cost EditControl on Purchase Invoice • New function for v 907 • Purchase invoice line unit cost is compared to PO unit cost • Percent tolerance and amount tolerance set on P & P setup • Prior to PI release, when unit cost is changed and exceeds the tolerance the value is changed to bold red color • On PI release, a warning message is displayed • If a NAV workflow is enabled (new template in 907) the PI release is prevented until the workflow approval is complete
- 12. #FUELGOOD18 Purchase Invoice ToleranceWalk-through • From request inbox to purchase invoice post
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- 14. #FUELGOOD18 Spending Analysis • Newin v 907 are attributes for expense type and item • This functionality is planned to be extended into employee centre, currently the attribute can be used to filter lists, and more importantly incorporated into Jet Reports • For example, adopt Ontario Gov’t procurement commodity code standard of UNSPSC (8 char code) or NIGP (5 char code) • On expense type and item, assign the appropriate commodity code value, use Jet reports to summarize spending
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- 17. #FUELGOOD18 Processing Efficiency • RequestTemplates • Filtered list of expense types • Employee Centre User card security • Auto convert request to PO and email to vendor • Purchaser review of approved request, place on hold for additional information • Role Centre processing cues
- 18. #FUELGOOD18 THANK YOU! Jeff Rintoul jrintoul@Sparkrock.com Allpresentations will be made available after the conference
- 19. #FUELGOOD18 Please take 5minsto fill out your session evaluations One lucky winner will win an Amazon Echo!
- 20. #FUELGOOD18 www.sparkrock.com @sparkrockinc Nonprofit, HumanServices & K12 software to help you serve more people, with less effort, stress & expense.