HOW TO ORGANIZE EFFECTIVE PROCUREMENT WITH BITRIX24?

bitrix24 as SRM
(Supplier Relationship Management)

if...

If there is no transparency in the work of your procurement department and the chaos prevails

If delivery dates are almost never known and it is not possible to plan a project

If the capacity of the purchasing department is not known and is always different

If the buyers send inquiries to suppliers by hand

And then manually sort out the answers, fill out a summary table, and waste a lot of time doing it.

And as a result: you still do not understand how the procurement is executed by the specification and who is free or loaded

THEN WITH OUR SOLUTION IT WILL be able to:

Automate routines and free up resources

Reduce purchase prices through rebidding

Increase the transparency of procurement processes and understand the digital workload of employees

Collect vendor responses into a spreadsheet without the staff involvement and expense of the process

Streamline contract work

See numbers and make decisions based on data

In this article we describe the components of the Bitrix24 solution for procurement management in a simplified form.

Bitrix24 helps primarily to manage relationships with customers, that is - it is a CRM.

Bitrix24 also helps when a transaction purchases goods or services for resale and this article is about that.

SUPPLIER BASE IN CRM BITRIX24

There are many companies in the CRM, so we separate the suppliers and customers - define parameters and segment these two categories.

In the CRM the following parameters have been added to the company card fields:

In the Company type field, the position - Supplier - has been added,
Created the field "Supplier's goods/services group" with multiple selection with the values "Medical equipment", "Medical furniture", "Repair works", etc,
Created the "Supplier Status" field with values "Authorized" and "Denied".

FUNNELS FOR WORKING WITH CUSTOMERS AND SUPPLIERS

Work with Customer orders goes in the direction of "Customer Orders" transactions. These are transactions with clients, where in the process goods or services are purchased from suppliers and then shipped to the end client.
Work with suppliers goes in the direction of "Purchases (contracts)".

Let's explain why we need deal directions in CRM? Directions with a unique status model are used to manage complex projects, orders for the supply and installation of equipment, and orders for the wholesale delivery of goods. That is, in those situations where the sales model of a particular direction of the goods / services are different process.

PURCHASE APPLICATION IN CUSTOMER DEAL

The "Customer Orders" deal funnel is designed for working with Customers and has several stages.
Let's briefly describe what an employee does at each stage:

The "New" stage is for parsing the Customer's request and determining the parameters of the deal,
Stage "Price Request" - to receive information about price offers from suppliers, generate and send CP to the Client,
Stage "CP Sent" - for working with the Client on the commercial offer,
Stage "Contract / Invoice" - to automatically generate and send the contract and invoice,
Stage "Delivery" - for work on goods logistics and provision of services,
The "Original Documents" stage - for completing and archiving transaction documentation,
The "Success" stage - when we win the deal,
The "Fail" stage - when something went wrong in one of the stages.

To work in a deal with clients, we developed the "Procurement" application, which is also available in the deal tab.
The tab displays operational information on purchases and their statuses in a tabular form.

At any stage of the deal information about how the purchasing department works on purchases for this deal is available.

PURCHASING TABLE FOR THE CUSTOMER - SPECIFICATION

It is easy to perform the following steps in the application:

Load the specification from Excel or manually,
Organize specification items by purchasing category,
When the lots are categorized, by pressing the "Put into Procurement Department Work" button, create deals in the Smart-Process "Procurement Procedures" for further work of the department specialists.

The application displays how procurement and suppliers are handled in the purchasing department, the person responsible for the purchase, the price of each lot, the conditions and terms of delivery.

The task of the buyer is to evaluate the lots and get favorable conditions of suppliers.

The application will automatically generate a commercial offer for the client with prices and terms and it will not take time.

SMART PROCESS "PROCUREMENT (PROCEDURES)"

The smart process and app for buyers that we developed helps work without routines and faster than before.

Smart process makes the department's work transparent and digitized - now the manager can see where the bottleneck is. The process kanban is divided into stages. At each stage Bitrix24 gives out a set of tasks, which are performed by procurers to achieve the results.

Let's briefly describe what a buyer does at each stage:

NEW PURCHASE STAGE

The buyer studies the lots, determines the parameters of the purchase. Creates a new template or uses an existing one to automatically send requests to suppliers. Adds suppliers from the CRM, a category, or a list and sends the mailing with a click of a button.

If the buyer adds suppliers with a list of email addresses, the application will create a Company with the type "Supplier" in the CRM Database for each address.

Each request to a supplier will be created as an outgoing email in the transaction timeline. The tracking code embedded in the email will, in the event of a response from the vendor via email, allow the response to be assigned to that smart process.

stage cp request

The buyer receives all the answers from suppliers, analyzes the data in a convenient table.

If necessary, and most often in almost every case, we send the purchase for a renegotiation: we offer suppliers information about the current market value and offer to reduce the price even further.

RENEGOTIATION STAGE

The smart process stands at this stage if there is a renegotiation procedure

SELECTION OF WINNERS STAGE

A final decision is made about the winner for each procurement lot. After the winner is selected, we move on to the next stage.

APPROVAL STAGE

We wait for the decision to be made by the Client in the parent deal, and if it is positive, we send the process to the "In Procurement" stage.

IN PROCUREMENT STAGE

Automatically create deals with suppliers to do contract work with them and track delivery.

success stage

Successful completion of a smart purchasing process.

failure stage

The group of stages of failure is designed for purchases that were not agreed by the client for one reason or another.

THE "PROCUREMENT" APPLICATION FOR WORKING WITH SUPPLIERS
IN THE "PROCUREMENT (PROCEDURES)" SMART PROCESS

An app is also built into the smart process to automate work at the stages. Application screens allow you to set up a purchase, prepare a mailing list and collect query responses in a convenient table for analysis.

specification

We study the composition of the purchase in order to properly set the parameters of the mailing and select the suppliers on the following screens.

PURCHASING PARAMETERS

On the "Procurement Parameters" we determine which legal entity we are requesting quotes from and which letter template we will send to Suppliers

SUPPLIER MAILING

In the "Send to Vendors" we add the vendors to the mailing list. As described above, you can select suppliers from the Company Database in the CRM, you can select all suppliers for a particular category, or you can upload a list of email addresses.

SUPPLIER REQUEST

After the mailing, each supplier receives an email with detailed information about the purchase. The supplier is prompted to go to the web page, where they need to enter the delivery terms and prices of the items.

This approach allows the supplier to conveniently and quickly evaluate lots, and the buyer to use the information in a ready-to-use form.

If the supplier clicks the "THANK YOU, NOT INTERESTED" button, this response is also recorded in the system.

SUPPLIER RESPONSE WEB PAGE

The supplier enters delivery parameters and prices for lots on a special web page.

This information goes directly to Bitrix24, where a table is automatically generated to analyze supplier responses.

winner selection

After selecting the winners, the smart process of the procurement procedure moves to the "Approval" stage.

The transaction manager with the Customer who initiated the procurement procedure receives a notification and generates a commercial proposition.

DEALS "PURCHASES (CONTRACTS)"

In the process of working with the client, the manager confirms the agreement of the terms of delivery on procurement. The deal with the client moves to the stage "Contract, invoice".

This event in the system also moves the procurement procedures for the deals to the stage "In procurement", which causes automatic creation of deals with the winners in the funnel of work with suppliers. This funnel is needed to streamline the work with suppliers.

Let's briefly review the tasks of each stage of the funnel. For the sake of simplicity, let's discuss only the option of working with a supplier when the prepayment is 50/50.

"NEW CONTRACT" STAGE

At the stage, we put the task of purchasing manager - to sign a contract with the supplier, get an invoice, send it through the approval of the accounting department.

"PREPAID" STAGE

When an invoice is prepaid in the accounting department, we send a payment order to the supplier.

"AWAITING DELIVERY" STAGE

At this stage we expect and control delivery dates.

"PAID, CLOSING DOCUMENTS" STAGE

Upon delivery, we accept closing documents and attach them to the deal's fields. An automatic request to the accounting department is generated to accept document scans and the final settlement with the supplier.

“success” stage

The deal goes to this stage if everything went well.

“failure” stage

This is the stage where the deal goes into if something went wrong.

RESULTS

The main sales and procurement processes are digitized and transparent,

Manual operations are excluded as much as possible,

Sales and purchasing managers view the system positively,

The speed of procurement procedures increased by 30%,

The average time from receipt of a request from the client, before sending the CP decreased from 36 to 16 hours,

Sales and purchasing departments are bringing 65% more deals to Success.

DO YOU WANT TO DO THE SAME?

case

BITRIX24

read

What do we offer?

STEP 1. FILL OUT A REQUEST FORM

STEP 2. WE WILL SET UP AN ONLINE MEETING TO TALK ABOUT YOUR REQUEST IN MORE DETAIL

STEP 3. WE WILL OFFER THE MOST EFFECTIVE INSTRUMENTS FOR YOU

STEP 4. WE WILL DRAFT A ROADMAP OF THE UPCOMING CHANGES

STEP 5. WE WILL GET YOU NEW QUALITY OF PROCESSES IN BITRIX24

CRM-форма появится здесь

TALLINN Tornimäe 7-137, 10145

working hours Monday through Friday
from 10 a.m. to 5 p.m. (GMT+3)

CONTACTS info@adpdev.co
+372 698 0336