eProcure

ABOUT ePROCURE

eProcure is a smart, cloud-based, software management system that runs the entire procurement work-flow of any business from beginning to end.

It gives you, the business owner, the ability to track spending throughout your organisation in a transparent online environment that monitors spending per vendor, spending per employee, and measures project spending against pre-determined budgets.

eprocure ensures that all spending is sanctioned by authorised approvers, at the correct levels of authority, and within designated spend areas like business units or geographic location. eprocure features a user-friendly dashboard, allows you to trace the audit trail of any transaction, and serves as an on-line repository for quick referencing of all purchase orders, vendor information and BEE compliance, and project expenditure.

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eProcure Features

Dashboard

eprocure’s free dashboard gives you a complete view of procurement in your business. Analyse total spend to date, spending per vendor and per employee, analyse spending per business unit or per project, and much more. Free email notifications immediately inform users, approvers and vendors of action items to address.

Cost-effective procurement

eprocure’s pricing is simple and cost-effective, so there’s no spending millions on expensive ERP systems. The global trend is cloud-based software, for a nominal monthly fee, that easily configures to match your procurement needs - and eprocure offers just that. From as little as R500 per month, you get unlimited users and vendors on a month-to-month contract – no fixed contracts!

Eliminate Paper

eprocure completely eliminates the need for paper in the procurement process. PO generation is automated, quotes can be attached thereto, and authorisation happens completely electronically. Once the PO is approved, the PO is also automatically submitted to your vendor to eliminate any discrepancies in the procurement process. All approved PO’s are stored in the system for future reference. No paper required!

Free-trial

eprocure’s 60-day trial period allows you to access all the functionality of the PO system – for free! The wizard allows you to setup your company’s procurement requirements in a few minutes and start generating PO’s almost immediately. System support is guaranteed within the free trial period, and once the 60 days are over, there is no obligation, YOU decide, if you wish to continue using eprocure.

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By adding business units, this enables the company to segment purchase orders per department, create authorisation levels consistent with that department, and run reports per department.

Service-orientated companies would typically have business units called: sales, marketing, finance, human resources, etc. Manufacturing companies would have raw materials, production, overhead, personnel, etc.
If you are a small business, with no separately identifiable business units, consider using this function to segment various types of large expenditure, eg. Travel, office consumables, stationery, IT, etc.

By creating authority levels, this ensures that each purchase order is authorised through the correct channels, consistently. In a small company create on authority level, ie. “The Owner”.

In an organisation with multiple owners, create “A signatory” and “B signatory” like you do with banking.
In a medium sized organisation, perhaps you have a supervisor that authorises every PO, so create a “Supervisor” level and then the next upper level, if required.
Go on and build your hierarchy level as it currently exists in your organisation

Now you need to add all the users to the eprocure system.

Whomever you envisage will generate a PO, approve a PO (could be the supervisor, could be the owner, could even be every member of Exco or the Board) and the person in finance who will submit the final PO to the vendor, must all be added to this system. You must also add a vendor administrator as well, even if that person will never generate or approve a PO.

A role is a designation of a user and dictates where in the procurement process that user is.

EG, Directors, Managers

Adding Vendors to your profile

Once you are setup and ready to go, you are able to invite your existing and new vendors to register on the system. This will help all parties to easily manage their profiles, BEE and the entire purchase order process for approval. Only vendors that have been approved for the company will be available. This will reduce maverick spending on unapproved vendors.