Purchasing Management

Purchasing management is a critical process for ensuring operational continuity and optimizing costs for businesses. The Purchasing Management Module offered within the scope of the Asset Management Application works integrated with asset and material management to manage supply processes at the right time, in the right quantity and at the right cost.

This module covers processes such as demand creation, offer collection, order management, approval mechanism and goods acceptance, making purchasing processes transparent, traceable and optimized. Digital tools such as supplier portal, automatic offer collection and approval processes accelerate the purchasing process, while cost control and supply efficiency increase.

By managing their supply processes under a central structure with the Purchasing Management Module, businesses can reduce inventory costs, increase operational efficiency and enable more conscious strategic purchasing decisions.

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Purchasing Management

The Purchasing Management module enables businesses to manage their purchasing processes in a centralized structure within the scope of Enterprise Asset Management (EAM).

Demand Management

Offer Management

Order Management

Approval Mechanism

Goods Acceptance

Reporting

Demand Creation and Management

In order for businesses to effectively manage their material and service needs, it is critical that requests are systematically created, tracked, and passed through approval mechanisms. The Purchasing Management - Request Creation and Management Module offered within the scope of the Asset Management Application allows departments within the company to manage material and service requests through a central system. Requests are evaluated according to stock status, unnecessary purchases are prevented, and approval processes are accelerated by automating them.

Features

In-house Request/Request Management
Item Based Demand Management
Demand Pool Management
Request Approval Process
Stock Availability Check

Internal Request/Request Management
Inter-departmental material and service requests are created through the system and collected under a central management. Requesters can follow their request status and view the process progress instantly.

Item-Based Demand Management
Each material or service item is tracked separately in the system. Detailed information such as the quantity of requested products, unit price, description and lead time are recorded in the system. This facilitates the tracking and management of requests.

Request Pool Management
All requests are collected in a single pool, allowing authorized persons to easily access them. Requests are sorted according to their urgency and priority levels, accelerating the processing process.

Request Approval Process
The approval mechanism is operated by evaluating the suitability of the materials and services requested by authorized persons. The approval process can be structured at multiple levels and can proceed in line with the determined hierarchical authorization.

Stock Availability Control
The current stock status of requested materials is automatically checked by the system. If the requested product is in stock, the request is met directly from the relevant warehouse. An order or purchasing process is initiated for materials not in stock.

Offer Collection and Evaluation

In order to carry out purchasing processes efficiently, it is of great importance to collect, compare and select the most suitable offers from different suppliers. The Offer Collection and Evaluation Module enables automatic offer requests to be sent to suppliers, and the most suitable option to be determined by analyzing the incoming offers on the system.

Features

Offer Process Management
Creating Item Based Offers
Automatic Quotation Conversion with Material Requirements Planning (MRP)
Supplier Portal
Offer Comparison Table

Offer Process Management
Offer requests are automatically sent to suppliers through the system. Details regarding the requested material or service are notified to the supplier and the offers are uploaded to the system within the specified time.

Creating Item-Based Offers
Separate offer requests are created for each purchasing item and price offers are received from suppliers on a product basis. In this way, offers with the most suitable price and lead time are evaluated separately.

Automatic Offer Conversion with Material Requirements Planning (MRP)
By working in integration with the Material Requirements Planning (MRP) module, offer requests are automatically created in line with the needs determined in the system and transmitted to suppliers. In this way, manual offer request creation processes are reduced and time is saved.

Supplier Portal
A special portal is provided for suppliers to submit offers directly through the system. Suppliers can upload their offers to the platform and define their price, delivery time and additional terms in the system.

Offer Comparison Table
Incoming offers are analyzed in a detailed table by the system. The most suitable offer is selected by comparing the price, delivery time, supplier past performance and other determined criteria.

Order Management and Supply Process

In order to successfully carry out the purchasing process, it is of great importance to plan orders correctly, monitor supply processes and work with the most suitable supplier. The Order Management and Supply Process Module ensures that the purchasing process is transferred to the order stage, that the most suitable supplier suggested by the system is worked with and that order processes are followed on a status basis.

Features

Creating Item Based Orders
Automatic Supplier Recommendation
Contracted Order Management
Automatic Order Conversion with Material Requirements Planning (MRP)
Status Based Order Tracking

Creating Item-Based Orders
Orders are created separately for each material or service, allowing for more detailed management of processes. For each order item, information such as quantity, delivery date, unit price and payment terms are defined in the system.

Automatic Supplier Recommendation
The system recommends the most suitable supplier by evaluating criteria such as supplier performance data, price history and delivery times. In this way, order processes are accelerated and supply is provided with the best conditions.

Contractual Order Management
Orders can be created quickly in line with agreements made with existing suppliers. Special discounts, payment terms and delivery times are determined according to agreements and order processes are automated.

Automatic Order Conversion with Material Requirements Planning (MRP)
By working in integration with the material requirements planning module, automatic orders are created according to the stock levels determined in the system. Supply continuity is ensured thanks to planned purchasing processes.

Status-Based Order Tracking
Orders are tracked on the system by dividing them into stages such as "Created", "Awaiting Approval", "In the Procurement Process", "Delivered". Automatic notifications are sent to the relevant units for each stage of the order, facilitating process management.

Approval Mechanism and Authorization

Managing purchasing processes according to the specified authorization rules is critical for strengthening internal control mechanisms and effectively executing cost management. The Approval Mechanism and Authorization Module ensures that request, offer and order processes proceed according to the specified authorization rules, allowing processes to be managed in a transparent, reliable and controlled manner.

Features

Case-by-case approval
Flexible Actor Approval Structures
Financial Limitation Rules
Information Rules

Approval Based on Status
Different approval mechanisms can be defined in purchasing processes such as requests, quotes, or orders. For example, requests over a certain cost require approval from senior managers, while low-cost purchases can be completed automatically.

Flexible Actor Approval Structures
The system allows for the management of approval processes with a single or multiple authorized persons. If approval of a request requires the approval of more than one manager, the system processes these processes in accordance with the specified hierarchy. In addition, purchasing authorities can be customized by defining departmental or project-based approval processes.

Financial Limitation Rules
Certain limits can be defined for purchasing processes in line with budget and cost controls. Additional approval mechanisms are activated for requests exceeding the specified limits, preventing uncontrolled spending.

Notification Rules
During the approval processes, the relevant persons are automatically informed by the system. If the request is awaiting approval, notifications are sent to the authorities, and when approved, to the requestor or the purchasing team. In this way, the processes are followed without interruption and no stage is overlooked.

Receiving and placing goods in storage

Quality control, stock management and placement of supplied materials in accordance with the warehouse layout are of critical importance for efficient logistics processes. The Goods Receiving and Warehouse Placement Module ensures that delivered materials are subject to quality control, integrated into the stock system and directed in accordance with the warehouse layout.

Features

Goods Incoming Control
Quality Control Integration
Material Identification
Warehouse Layout Instructions

Goods Receipt Control
Ensures that supplied materials are checked for quantity and quality upon receipt. The match of delivered products with order information is verified and missing or incorrect deliveries are reported through the system.

Quality Control Integration
Works integrated with the quality control module to analyze whether incoming materials comply with the specified standards. Materials that fail quality tests are determined and rejected or products that need to be returned are marked in the system.

Material Identification
Facilitates inventory management by assigning barcodes or QR codes to incoming materials. In this way, materials can be easily tracked, transported and integrated into business processes within the warehouse.

Warehouse Placement Instructions
Accepted materials are placed in accordance with the warehouse layout defined in the system. Warehouse order is maintained and stock access is facilitated by directing products to appropriate shelves or storage areas.

Reporting and Analysis Tools

In order to manage purchasing processes efficiently, it is of great importance to analyze all transactions, evaluate supplier performances and optimize costs. The Reporting and Analysis Tools Module provides comprehensive reporting opportunities from order fulfillment times to supply costs, making purchasing processes transparent and measurable.

Features

Order and Supply Reports
Dashboards (KPI)
Supplier Performance Analysis
Cost Analysis

Order and Supply Reports
The duration of orders, delays in supply processes and delivery data are analyzed to measure the on-time and complete completion rates of orders. Thus, points of interruption in purchasing processes can be identified and process improvements can be made.

Dashboards (KPI)
Critical performance indicators (KPI) for purchasing processes can be monitored instantly through the system. Important indicators such as total order volume, delivery time, stock status and cost analysis can be viewed via graphical dashboards.

Supplier Performance Analysis
Suppliers' delivery times, compliance with quality standards and cost data are analyzed to ensure that businesses work with the most suitable suppliers. Scoring of suppliers based on past order data and shaping of future collaborations based on this data is supported.

Cost Analysis
Cost analysis is performed on a product, supplier and period basis by detailing the expenses incurred during the purchasing processes. Situations such as unnecessary expenses and budget overruns are reported, allowing businesses to optimize their purchasing costs.