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Lawson S3 Procurement
Office Supplies -- Best Business Practice
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Lawson S3 Procurement
Office Supplies -- Best Business Practice
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Paul W
New Member
Posts: 4
9/21/2011 1:12 PM
We are preparing to switch office supply companies and are really looking at the way we currently process office supply requests and purchase orders. Currently we do not have Punch-out installed, but purchased. So for now, users are expected to go out to the vendors site and gather the information they need to enter into Lawson RSS. This does not always happen and can create a lot of effort on the back-side. We have considered using an EDI 856 to automate receipts (or even ERS) and then matching the EDI 810, but without a tool like punchout i foresee a mess.
I would love to get ANY advice from someone out there who has a streamlined process with the least amount of manual effort involved.
Thank you in advance!
JonA
Veteran Member
Posts: 1163
10/4/2011 1:23 PM
We are looking at punch out but for now we use Stapleslink. The endusers order everything on the Staples web site. The orders are approved by a buyer in Purchasing. No PO's are created. Staples delivers supplies to the receiving dock clearly labeled with the deliver-to department. Supplies are then delivered to the departments along with any nonstock/stock. Staples sends AP the invoice monthly in a spreadsheet with all the necessary fields to use MS Addins to upload the invoice detail.
Red
Veteran Member
Posts: 87
10/24/2011 4:58 PM
Paul,
I think the "best practices" you might be looking for is a joint decision between Finance and Purchasing. As a healthcare organization, the purchasing of standard office supplies is necessary, but not a core competency. From that perspective, is it important to actually procure office supplies through your ERP? I am not trying to sway you to an answer, I adamantly straddle the fence on this issue...
On the one hand, with punchout you should be able to run through the full gamut of EDI transactions with very little manual intervention. The part number/SKU, UOM and price will all come directly from the vendor, so receiving, matching and payment should all process with no problem.
On the other hand, why bother? I think all of the larger office supply vendors offer a web-based purchasing program. You should be able to negotiate your delivery terms (direct to the requester or deliver to a warehouse/transit point). The supplier can then send a summary bill on a periodic basis to be paid direct by AP.
If you are thinking that summary billing removes some of the checks and balances of an order-based process, you would be right and wrong. In the punchout world, the supplier is providing all of the information used to create the requisition, so your normal checks (against the ERP-stored vendor agreement) do not occur. In both situations, you are going to have to audit the transactions after the fact. And here is where the agreement between Finane and Purchasing is important. Where do you want look for the information necessary to audit your office supply purchases?
I hope this helps,
Greg Moeller
Veteran Member
Posts: 1498
10/24/2011 5:35 PM
We just have our RQC users locked into ordering from templates. If they need something added to their template, they call a higher place person to get it negotiated and added.
Rick Holland
Basic Member
Posts: 16
10/25/2011 2:38 PM
We also use Staples but we have Staples deliver to the end user. We have limits on what the users can order and who does the ordering.
Paul W
New Member
Posts: 4
11/1/2011 3:55 PM
Thank you to everyone for their feedback\ideas. I am also on the fence as to WHY do we need to run these type of transactions through Lawson; the effort really is not worth the value, if any, the entire process creates. Punch-out would definitely reduce the amount of effort put forth, but i'm still not completely sold.
Paul W
New Member
Posts: 4
11/1/2011 3:56 PM
Thanks Red, you and I are on the same page
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