A flexible, powerful procurement system for contracting organisations, SmartBuy incorporates true high level security and full featured functionality.
Enables staff in remote locations to place requisitions on the organisation's buyer. The format is free text and allows buyer reply and comments. The site requisition can be re-directed to another buyer for expedition. Site staff can track the progress of the requisition. A simple login to the system will reflect the current situation.
Items for procurement can be selected by organisation, or by contract using pre-determined pick lists. The list can be downloaded from existing estimating systems. The requisition can also access supplier product databases for product information and prices. The product databases can be pre-loaded from supplier defined catalogues.
The requisition undergoes an approval process, following which the supplier receives a purchase order via fax, email, or on-line. Details concerning delivery addresses, invoice addresses, full item descriptions, units of measure and discount details are displayed.
Each delivery is captured by the system, producing costing information for inclusion into standard accounting packages. The SmartAct accounts system uses this information to produce cost accruals into the cost ledger. An invoice reconciliation module matches deliveries with invoiced figures and posts to SmartAct automatically. The system caters for multiple organisations and is fully multi-user and multi-currency enabled. Suppliers are able to login to the system from any location after security control procedures, and view their purchase orders. They have the ability to qualify the orders, accept or reject line items, and send qualification text to the buyer organisations. In this way, both buyers and suppliers are kept informed in real time of the status of their requisitions and orders. The system accepts input from the SmartQuote eRFQ system, and produces an automatic requisition on the buyer. Using the latest technology, the system will allow access through a local area network, or wide area network as an Intranet or Extranet application. Users can obtain access from any Internet Explorer© enabled workstation using a dialup or direct connect Internet connection.