Informatization of the group-requirement report on the Network Electronic Procurement System

I. Objectives of applying the e-Procurement System

The e-enterprise procurement system is established and approved from the procurement project, plan arrangement, preparation of bidding documents, release of bidding announcements, online download of bidding documents, production of bidding documents, online bidding to open bids, evaluation of bids, and supervision to achieve electronic, procedural, and standardized management of the entire process, the use of advanced computer networks and platform technology provides an integrated operating platform for procurement demand sides, procurement executors, bidders, experts, and regulatory agencies to achieve informatization and standardization of enterprise procurement.

Through the implementation of the Application Group e-procurement platform, it is expected to achieve the following goals: Establish a group-level supplier management platform and review and evaluate the qualification of suppliers, so that supplier management is more scientific and reasonable; make full use of the scale advantages of centralized procurement to reduce the procurement price. By focusing on the Inventory of main materials, the material allocation is more reasonable, the inventory level is significantly reduced, and the capital occupation is more reasonable; real-time and dynamic analysis of the implementation of procurement prices to effectively control procurement costs. The procurement business processing process is more standardized and reasonable.

Iii. Main Functions of the e-Procurement System

The e-procurement system builds a group procurement portal to provide suppliers with channels for obtaining information, improving relevant materials, and making online quotations; at the same time, the group's procurement personnel are provided with a background management window for procurement management to achieve a series of procurement-related work. The main functions are as follows:

3.1 procurement by price comparison

3.1.1 create a purchase plan or produce a purchase plan from the inventory system

You can generate a purchase plan ticket in the following ways without interfacing with other systems:

A. Detailed import: The data is uploaded in an Excel file in the format specified by the software. Projects are generally fixed and cannot be adjusted as required.

B. select from the system: only one can be selected at a time, and the pop-up window is inefficient. This can be used when there are few purchase items.

After implementing system interconnection, the software system can automatically produce relevant procurement applications. After approval, the system can automatically enter the procurement system to generate the corresponding procurement plan.

3.1.2 Procurement approval

You can perform procurement approval in the procurement system or material management system. Achieve the purpose of permission approval control.

3.1.3 new procurement price comparison project

You can create a project to manage the entire procurement process.

Determines whether charges are required, the end time of the quotation, And the start time of the bidding.

3.1.4 project subcontracting

To facilitate management of large projects, projects are divided into small projects for management. Generally, projects in the same category are classified into one project. The best case is to set common purchase categories in the system. After the purchase details are imported, the purchase details will be automatically subcontracted according to the category.

3.1.5 supplier quotation

When purchasing an invitation, the supplier receives a message (SMS, email, or SMS) and then logs on to the system to make a quotation. You can modify the quotation before the end of the project.

3.1.6 price comparison project ended

When the system time reaches or exceeds the project end time set when the new project is created, the project ends automatically, and the supplier cannot quote any more.

3.1.7 open bids

After the project reaches the preset End Time, the purchaser can open the bidding and view the quote of each supplier. The purchaser cannot view the quote of the supplier before opening the bidding.

3.1.8 price comparison

You can compare the price by project or item. The lowest price is highlighted by color.

3.1.9 Calibration

Determine the quote of the winning supplier. The calibration results must be approved by relevant leaders.

3.1.10 generate inquiry form and procurement contract

The purchase inquiry form or procurement contract is automatically generated based on the calibration of the procurement project.

3.2 procurement Follow-up

3.2.1 delivery and invoice

The supplier prints the delivery order according to the inquiry form during delivery.

The supplier records the invoices sent in the system, so that the Headquarters purchasers can understand the invoice circulation. The headquarters also records the invoices sent to the factory in the system, so that the factory can know the situation in advance, confirm the receipt of the invoice. The supplier will directly view the invoice receipt result.

You can scan the invoice in advance to check the invoice in advance.

3.2.2 factory receiving and system confirmation

When the Production Branch receives the goods, it also receives the delivery orders from the supplier and checks the delivery status based on the delivery orders.

3.2.3 Quality Inspection

When the Factory receives the goods, it should carry out quality inspection and pass the quality inspection to allow the goods receiving and warehouse receiving operations.

3.2.4 import of commodities into the inventory system

After the product quality control is passed, the Database Manager of the Production Branch can import the goods to the database based on the delivery order. Data can be automatically associated for warehouse receiving without repeated input.

3.3 supplier management

3.3.1 supplier registration and data maintenance

Suppliers can register on the procurement platform website, fill in information, and upload relevant qualifications. The supplier selects the available product categories.

3.3.2 supplier qualification review

The supplier updates and maintains the qualification materials before they expire. The materials to be reviewed must be reviewed by the Procurement administrator.

3.3.3 supplier qualification material expiration reminder

The qualification materials uploaded by each supplier can be managed and updated by themselves. The system sends a message prompting the supplier and the procurement administrator to update the qualification before the Qualification expires.

3.3.4 Supplier Rating Management

The procurement administrator can grade and grade suppliers. Based on the set Supplier Rating items, the Sourcing Department will rate the performance of suppliers during each procurement process, so as to differentiate high-quality suppliers and general suppliers for further management of suppliers.

3.4 other management functions

3.4.1 audit Query

The audit department can directly view the entire process of procurement query and browsing through the system, playing a role of supervision and management.

3.4.2 historical price data trend chart

You can view the historical purchase price data of any product, which can be easily viewed throughout the entire procurement process.

3.4.3 procurement arrival warning*

Generate the planned arrival report, showing the quantity before a specified date, the number of received items, the number of unreceived items, the receiving warehouse, the receiving organization, and the planned arrival date. This function must be implemented after the inventory system is fully connected with the procurement system.

3.5 procurement through network bidding

The procurement of bidding items can be implemented in the electronic procurement system. After the purchaser publishes the bidding documents on the procurement platform website, the supplier and potential supplier can view the bidding and procurement information through the network, after logging on to the system through registration, you can upload the bidding documents as required. When the pre-approval time is reached and the parties are present at the same time, the bidding can be opened. The evaluation experts can rate the bidding documents based on the set evaluation criteria, and finally determine the winning bidder. The online bidding project is difficult to implement because it involves a large amount of funds, a large number of participants, and a long cycle.

Iv. Group procurement process

4.1 The procedure of the Sourcing Department is as follows:

A.Each production workshop reports the procurement plan, the workshop director's approval, the necessity of the Production Section Review of the subsidiary company, the inventory review of the Material Database, the approval of the subsidiary leadership, the approval of the Group Production Department, and the approval of the group leadership.

(Temporary scheme: each subsidiary reports the procurement plan and reports it in Excel format. The plan contains the material code and reference price (generated based on the material inventory software ), this step can be uploaded by the factory staff or procurement department personnel. After the material inventory software is re-developed, the procurement plan can be directly generated and imported into the procurement software .)

The procurement plans of each branch are summarized into a large plan.

Reference price: In the early stage of the project, because there is no previous purchase data, you can enter it in Excel. After implementation, it can be automatically generated by the price comparison system. Therefore, you can enable this function first.

B.The Sourcing Department leads a plan approval and confirmation.

C.A designated staff member of the Sourcing Department assigns tasks based on two indicators: category and factory division.

Two levels of assignment are required. The first level is assigned to the Group's Sourcing Department or the branch supervisor. The second level is further distributed to the designated purchasers by the first level receiving supervisor.

The dispatch interface must be intuitive and easy to operate.

D.The person who receives the task accepts the task. For tasks with incorrect assignment, the recipient can return the task to the upper-level and re-assign the task.

E.Based on the accepted procurement tasks, purchasers can build projects by category or other habits to form procurement projects.

F.The Level 1 approval authority assigned continues to approve the procurement project.

G.The purchaser can create multiple procurement projects based on the tasks to be accepted, and publish the projects to the procurement portal for quotation by the supplier.

H.The supplier makes a quotation.

I.After the quotation is made by three suppliers, the buyer can open the bidding, and then view the quote of the supplier.

J.Award.

K.The procurement department manager approves the award.

L.The purchaser generates an inquiry or contract based on the system quotation information.

M.The supplier generates a delivery order based on the inquiry form, prepares and delivers the goods, and records the delivery in the system at the same time.

N.The receiving subsidiary can query the delivery status and record the delivery status in the system based on the delivery order.

 4.2 supplier management workflow

V. integration with existing systems and data

As the procurement process is the source of the supply chain and an important part of the supply chain, it is necessary to consider its data interconnection with the ERP system.

In view of the fact that the existing inventory management software developed by the group must be closely connected with the electronic procurement system, you can consider it in this project. The inventory software or e-procurement system directly generates a procurement plan, and reviews the plan before entering the procurement stage. The procurement project is completed in the e-procurement system, the supplier can directly generate delivery orders for delivery, and the subsidiary can import the associated products to the database when receiving the delivery orders.

Vi. application solution suggestions

It is suggested that the e-procurement system can be implemented in two phases. The first phase of the project mainly implements the transformation from the original manual summary and fax procurement method to Internet e-procurement, so as to achieve the network release of the procurement project, suppliers can register and log on to the system to participate in the quotation. The preliminary plan mainly involves online price comparison procurement projects and systematic management of suppliers, in addition, it can enhance the timely management of qualification documents related to suppliers; the second phase of the project plans to achieve data interconnection between the network bidding and procurement, the electronic procurement system and the materials inventory management software independently developed by the group, and on the basis of unified financial material code, perform related operations such as warehouse receiving after purchase.