Tenrox Purchasing

Business Challenge

• 54% of corporate purchasing goes towards the buying, managing or selling of services -Center for Advanced Purchasing
• Manual or form-based purchasing creates an administrative nightmare with massive paperwork and process overhead
• Duplicated information
• A manual approval system makes tracking difficult, which leads to unauthorized purchases
• Cutting just $1 of operational costs could have same impact as increasing revenue by $13 - Randy Myers Survey

Tenrox Purchasing Solution

Reduce procurement costs and administrative activities with Tenrox Purchasing. This workflow-based requisitioning and purchasing system allows users to quickly request and approve purchase orders. Moreover, requisitions can be turned into purchase orders or converted into orders for suppliers. Tenrox Purchasing also includes live, out-of-the-box integration with leading accounting systems such as PeopleSoft, SAP, ACCPAC, Navision, and Great Plains.

Multiple views and configurable approval and purchasing policies allow organizations to efficiently and effectively collect, manage, and process requisitions based on their unique requirements.

Benefits

• Streamlines the requisitioning process by dramatically reducing the cost of requisition administration, submission, reimbursement, and approval
• Provides online self-service for employees and managers to track the status of orders
• Reduces an enormous amount of redundant inter-departmental communication
• One hour gained in productivity per purchase order represents a savings of 15$ per purchase order assuming an average salary of $15/hour
• 100% web-based. Client installation is not required; ActiveX or Java applet technology is not used for purchase entry, management, and to generate reports through a web browser
• Information can be using accessed using various devices, such as a PC, Palm, or any email enabled digital or wireless phone
• Supports royalty free MSDE, Microsoft SQL Server, Oracle, and IBM DB2 databases
• According to McKinsey & Company, companies can realize, on average:
  - 73% reduction in time from order to receipt of purchase
  - 20% price savings for direct purchases 
  - 85% reduction in costs to process an indirect purchase
  - 38% reduction in maverick off-project buying

Highlights

• Highly configurable purchasing policies, business rules, and workflows
• Customizable user-defined fields, alerts, and notifications 
• Configurable purchase order and other entry screens to suit specific requirements
• Detailed audit trail of all system access and activities
• Powerful and highly configurable role-based security system
• Accessible anywhere, anytime 
• Flexible and hierarchical site-specific work breakdown structure (WBS) and organization breakdown
• Purchase orders can be approved, rejected or reimbursed
• Full multi-currency and multi tax support
• Management by exception and configurable thresholds and notifications

Administration

• Define purchase order types, items and categories
• Define and track purchases based on the organization breakdown structure (OBS) and work breakdown structure (WBS) 
• Specify purchasing policy, user defined custom fields, user defined event based notifications
• Configure per workflow type approval and assignment policy; can include alternate, multiple or client approval
• Define purchase limitations per category, workflow type or for a specific user

Requisitioning /Purchasing

• Multiple configurable requisition views to choose from such as summarized and detailed views
• Optionally attach receipts to purchase items
• Workflow based routing and approval: completed requisitions can be approved, rejected or processed 
• Supervisory controls with automatic approval or exception (color-coding) thresholds
• Multiple currency support
• Mass update of purchase entry attributes 
• Attach notes, documents and links to requisitions and purchase entries

Supplier Relationship Management (SRM)

Tenrox Purchasing includes catalog and supplier information import facilities. The SRM features of Tenrox software enable companies to eliminate paper catalogs, paper invoicing, and provides self-service supplier inquiry to determine payment status. 

eCatalogs

• Allows organizations to download and maintain supplier catalogs
• Catalogs are updated and maintained using Tenrox catalog management tool kit which includes a set of web pages, a software development kit and database model

Budgeting

• Time-phased budgets and estimates defined at project, task and user level 
• Create notifications, highlight or automatically suspend projects and tasks if over budget

Reporting

• Ability to filter purchase entries that are submitted, not submitted, approved, not approved, posted or not posted 
• Report on business units, cost centers, users, groups, tasks, projects, portfolios
• Purchase Order graphs in pie and bar chart formats
• Expense graphs in pie and bar chart formats 
• Audit reports to view detailed system access and activity 
• Integration with the widely used and popular reporting engine Crystal Reports
• Ability to export reports to a variety of formats (PDF, Word, Excel & HTML) 
• Reports can be quickly customized: create and add new custom reports

Business Intelligence

• The combination of Tenrox software and Business Intelligence results in a powerful decision support system
• Tenrox software optionally includes a powerful embedded Business Intelligence engine for visual 360-degree view of the entire organization
• Digital dashboards for executives and managers
• Multidimensional data analysis
• Create and share live dynamic and real-time graphs on critical business metrics
• Information can be drilled up/down, sliced/diced for further detailed analysis
• Access to multitudes of data sources with one interface, one document, one report

Integration

Highly Configurable & Customizable Solutions

Although Tenrox applications include industry-specific templates, functionality and reports, all features are fully configurable and customizable including workflows, terminology, reports, pull-down menus, and web pages (using Active Server Pages + free Tenrox SDK). Custom fields can also be added to most pages and features.

Integrated Modules

• Requisitioning and Purchase Order Management
• Budget Tracking
• Highly configurable purchase order workflows
• Performance Analysis and Reporting