the order hub - p2insight.com...the order hub extending maximo into procure to pay by p2insight....
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The Order Hub
Extending Maximo into Procure to Pay
By P2Insight
Overview. Faster, easier, auditable procurement for Maximo.
Shorten your order cycle,Reduce invoice exceptions
Extend Maximo from PO approvals to P2P
The Order Hub provides the same visibility into, and control over, your external
purchasing process as Maximo provides over the internal PO approval process
CREATE SEND NEGOTIATE CONFIRM EXPEDITE AUDIT
Publicly / privately
post bid docs &
invite vendors
E-send invites to
Maximo & non-
Maximo vendors
Back-and-forth
online: corrections,
Q&A, changes
Vendors easily
confirm & submit
bid online
Configurable rules
auto-trigger
reminders to vendor
Auto-send notice of
receipt, order close-
out to vendor
All interactions fully
logged in order
history
RFQ, PO,
Contracts, WO
Maximo docs
send via the Hub
No more phone
tag
Know the vendor
agrees to terms
No more who
said what
Confirm order
completion
Easily confirm
delivery dates
RECEIVE & CLOSE
Send RFQs online. Private or public.
Drastically reduce your manual data entry, Expand your vendor pool,
Electronically notify bidders of award status.
Create RFQs in Maximo as you always have. Invite Maximo and non-Maximo vendors
to bid. Display your RFQ online to attract vendors you don’t even know yet!
Create your RFQ in Maximo
Follow your standard approvals process.
Invite your known Maximo vendors.
Change status to “Send to Vendor” to export the
RFQ to the Hub.
Invite non-Maximo vendors
the Hub allows you to invite vendors to bid who do not exist
in Maximo. Create them in Maximo if you choose to move
forward with their bid.
Public or Private RFQs
Restrict RFQ access to invited vendors or post publicly
to gain more exposure to vendors you haven’t met yet.
No Manual Data Entry
Vendors enter their bid information directly into the Hub,
and the Hub pushes bid data into Maximo. No more bid
data entry for your procurement officers!
Negotiate PO’s Online. Nobody likes phone tag.
Keep things moving with electronic communications between you and your vendor.
Vendors submit changes, corrections, notes, and questions online. Synchronize their
updated parts information with your Maximo data automatically.
Vendors request changes
Vendors can request changes
to qty, unit price, delivery
date,
All changes logged in detail
All approved changes are
logged in Maximo and the
Hub using status changes. PO
changes are recorded as
order revisions.
Stop playing phone tag
Electronic vendor
communications mean you
don’t have to wait for a call
back or wonder if your email
was received.
Acknowledgements and
confirmations
The Hub makes it simple for
vendors to acknowledge and
confirm orders. If they don’t,
the Hub’s configurable
expediting engine can
automatically remind them so
you don’t have to!
Process Service Orders. Matched to contracts.
Your vendor submits time cards with the order itself.
Order contractor services online, matched against your Maximo contracts.
Define your terms
Fixed price, T&M, NTE, x hours of y
services… you define the terms you’ll
consider, and vendors can respond
accordingly.
Vendors can manage work assignments
The vendor can assign a specific resource to manage service
delivery of any order. They enter their time as work is
completed for the vendor’s internal review and approval.
Time card entry and approval
An assigned resource enters their time for the
vendor’s internal approval, then the vendor
returns the approved service order to you for
review and sign off.
Request a quote
Create a request for quotation (RFQ), send it
to chosen vendors, and convert the
successful bid into a Work Order.
Auditable order history. Analyze vendor interactions.
All actions and all approved changes are logged in detail in The Order Hub and Maximo. Never wonder “who said what” again.
You and the vendor will have a full, detailed history of all orders.
They request, you approve
Vendors can request to change the details of your
order. Their changes are not recorded in Maximo until
you approve them.
Full order versioning
capabilities
Approved changes are
recorded in Maximo as
order revisions,
following all Maximo
processes and business
rules (MBOs)
Record different vendor pricing options easily
You’re requesting unit pricing, but they can offer a
deeper discount on volume purchases. the Hub
makes it easy for them to let you know, and sync
updated info with Maximo.
Vendor analysis
Track vendor response
times, vendor order
fulfillment success rates,
and improve your
vendor relationships
through analysis of
order history.
Save up to 15 minutes per undisputed PO
Through efficient, automated communications, auto expediting,
product updates provided electronically by vendor
Save up to 3 hours per revised PO / invoice exception
Through electronic updates provided by vendor, workflow routing via Maximo for
re-approvals, audit trails, three way matching
Value proposition. This is the really good part.
Ensuring order accuracy up front reduces the chance for error.
Managing communications electronically shortens the order process.
If you process 15,000 orders per year… 10,000 orders processed
undisputed:
10,000 orders
x 15 mins per order
x $25 per hour
$62,500
Value proposition. This is the really good part.
Ensuring order accuracy up front reduces the chance for error. Managing
communications electronically shortens the order process.
10,000
5,000
Orders Processed Per Year
Undisputed With at least one revision
5,000 orders processed with at least 1 revision:
5,000 orders
x 3 hrs per order
x $25 per hour
$375,000
=$437,500
Savings provided by The Order
Hub over your existing
procurement process.
Additional benefits. There are many.
Improved reliability of your supply chain. Reliable order and delivery information allows you to plan the next steps in your
process more accurately.
Reduced invoice exceptions. Negotiating order details in an auditable process keeps your vendors accountable,
and helps to ensure you’ll get exactly what you ordered.
Improved vendor relationships. You and the vendor both receive an auditable order history. Invoice matching is
faster and easier, reducing the time it takes you to process payment.
Dynamic discounting. You’ll be able to take better advantage of vendor discounts for early payment by
reducing your invoice processing time.
Processing orders faster, simplifying communications and business processes, giving you better visibility into your entire external order process, saving you money, AND…
Learn more at www.P2insight.com
There’s so much more. Book a demo with us.
You’ve only seen the high level overview.
Let us show you how The Order Hub extends Maximo into P2P.
Request a
Demo >>Let’s connect: Or Contact Us any time