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Supply Chain Integration with eCommerce Punchout and Squizz.com

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Supply Chain Integration with eCommerce Punchout and Squizz.com

1st March 2016
  • Offer clients a fast and personalised end to end eCatalogue procurement workflow
  • Integrate client systems without back-breaking IT hurdles
  • Guarantee price contracts and tailor catalogue exposure
  • Customise checkout processes for each client relationship
  • Complete electronic EDI processes from posting order data, recieving purchase orders, and posting invoice/delivery notifications
  • Works with a range of data formats - Punchout OCI and XML, cXML, xCBL EDI

Overview

Suppliers and clients derive enormous benefit from automating their procurement workflows however this simple aim is somewhat much more challenging that one can imagine on first impression.

At the heart of any procurement workflow is each suppliers product catalogue that is often tailored to each client’s specific needs. Agreements such as tender contracts and other forms of price discounts, supply guarantees, logistics arrangements and procurement workflows are in place and must be known and represented by people and systems on both sides.

TOTECS automates the procurement process through direct eCommerce Punchout integration with each clients system or through the universal intermerdiary platform SQUIZZ.com.

Background

The procurement workflow begins with purchasers conducting product search, pricing and stock availbility enquiries which leads into compiling an order requisition and once approved by the client, triggers a Purchase Order to be raised in the clients ERP System. The Purchase Order is transmitted (often by email) to the supplier who in turn raises a Sales Order in their ERP System and undertakes to fufill the order. Completing the process is the dispatch of stock and invoice/s shipped to the client who in turns recieves the goods into their ERP system against the original Purchase Order and allocates the stock into their warehouse.

From the client’s perspective, purchasing teams are thirsty for fast ways to search and procure potentially millions of products available for purchase across their supplier base. Often, purchasers need detailed product information to assist with buying decisions along with pricing and stock availability.

How it Works?

  1. Purchasers across the client’s organisation choose the Punchout option in their ERP system according to the workflow that has been established by their IT team.
  2. The Purchaser locates and chooses the supplier they wish to purchase from and starts an order requisition which automatically opens a new browser window to the suppliers website running on TOTECS.

    Configuration Note: TOTECS provides the client IT team with a secure URL that is configured against the suppliers profile in their ERP system. This URL is given to the browser when the purchaser elects the supplier. The URL contains parameters that identify the client’s account (central account when used with multiple cost centres)
  3. The suppliers website on TOTECS displays a web page that lists the cost centres configured for the client. For larger clients such as government departments or corporations, each cost centre maps to either a specific division of the company or physical delivery location. The purchaser selects the desired cost centre for which they want to place an order.

    Configuration Note: The cost centres are setup in the suppliers ERP system which TOTECS synchronises. TOTECS handles advanced cases where the client may have different pricing, catalogue permissions or ordering workflows configured against each cost centre.
  4. The purchaser navigates the suppliers website and searches for products and adds them to shopping cart and proceeds through an express checkout process, reviews and submits the order requisition.

    Configuration Note: Often the supplier and client negotiate a specific list of products that may only be ordered by purchasers based on a pre negotiated tender Agreement which is normally setup and configured in both supplier and client ERP systems. TOTECS can be configured to only display agreed products against the clients profile.

    Configuration Note: The express checkout workflow is configured to suit the clients purchasing workflow. Often for Punchout, there is no need to enter delivery address information because the addresses are mapped against the cost centres.
  5. When the online order is submitted by a punchout purchaser, TOTECS posts the order requisition data back to the clients ERP system.

    Configuration Note: The post URL is normally embedded as a URL parameters when the purchaser initiated the process. TOTECS uses this URL to post the order data back to the clients system. The order data is most commonly configured in an OCI format but other formats are possible as specified by the clients team.
  6. The clients ERP Punchout module recieves the order data and is configured to raise a Purchase Requisition in their ERP system. The requisition is checked and verified through the clients internal purchase approvals process.
  7. Once approved, the clients ERP system transmits an electronic Purchase Order (ePO) to the TOTECS Connector usually via HTTPS or FTP.

    Configuration Note: The document format for the ePO is often xCBL or cXML. Other formats such as JSON or CSV are possible. Some ERP systems use an EDI Gateway for electronic document transfer. TOTECS can be configured to recieve documents
  8. The TOTECS Connector will post a Sales Order into the supplier’s ERP system.
  9. The client may optionally elect to receive invoice / delivery receipt notifications. The Connector will continually scan for and post electronic Invoice/Delivery Receipt notifications back to the client’s ERP system. This process also accounts for the scenario where Invoices are split for a given Purchase Order should items go onto back order.

Should you wish to learn more about the TOTECS eCommerce Platform and the Punchout capability, please feel free to contact us.