Supplier Portal

Current reality without supplier portal

A fundamental part of any invoice processing cycle is the attention given to the supplier. Suppliers send their invoices unsure if they have been received, the stage in the process that they are in, when they are going to be paid, possible incidents…

Usually these queries/complaints are made by telephone to the accounts payable area without a supplier portal to give them the necessary space. This service, mainly by telephone, has a number of characteristics:

Increases the cost significantly of invoice processing. It is estimated that for every 40,000 invoices an attention to supplies resource is required. The cost of attention to supplies represents 15% of the cost of processing the invoice.
The task is subject to monthly high peaks of work load ( pre/post payment days).
96% of calls to the accounts payable are calls from suppliers, 75% are requests for information and 22% are incidents.
98% of calls from supplier do not have any records for consultation (written or audio)
The communication with suppliers is made more difficult by the inconsistency of the information from the masters/originals. After more than a year of working together, 58% of suppliers present some figure which is incorrect or non-existent
Only 1% of companies count on an incident manager system.
It is an unstructured process and subject to unnecessary steps.
Non-existence of a unique contact point for thesupplier, access distributed throughout the company.
The attention to suppliers service is limited to the companies working timetable and non-existent on local holidays

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Our proposal - easyap supplier portal

A supplier portal as a web solution, valid for any ERP and in a pay per use model, that provides the supplier with the information they deem necessary.

The solution, which can be quickly and easily introduced, is orientated to the supplier self-managing access and carrying out consultations which they would normally direct to all departments of the company, but especially to the accounts payable area. The solution is based on the automation and procedurization, and can be outlined as follows:

Complete cycle: possibility to inform the supplier in each and everyone of the stage in the process
Externalized, eliminating unnecessary charges in the system and accounts payable area
Automation of the most frequent userprocesses, registration, incident management,...
Automation of contact details maintenance in the suppliers' data master.
Unload user tasks onto supplier.
Unified view of all documents no matter what the source.
Multi-lane, information system to supplier, combined with an incident management system.
Bidirectional.
24/7.
Training procedures and answering of “FAQ”.

The supplier portal can be used to provide information on all documents, not only invoices, which in some way are managed with the supplier.

Information presented based on client needs and with security levels.

Benefits of the Supplier Portal

Savings and dedication of internal resources to other important tasks.
Significant reduction in incoming telephone enquires: payments to make and payments made.
Attention to suppliers process within a procedural framework and documented.
Process independent of people's knowledge (made independent from resources)
Accounts payable resources not worn out/burned out by telephone attention
Availability and accessibility to diverse information: invoices, orders, promotions
Supplier satisfaction...client of the process, providing useful information in an agile way
Employee satisfaction (expense notes)…internal client of the process, providing valuable information in a non-expensive way
Easily defined requirements for implementation with a quick launch
Reduced or non-existent participation by IT/Systems.
Complete view of the standing with the provider, independent of the multiple systems.