FAQs

The module has a  streamlined and automated process for creating requisitions. Users can create requisitions directly from the platform by selecting items from a catalog or by manually entering the details of the requested items. The system automatically captures relevant information such as material codes, taxation, and price estimation.

Once a requisition is created, it is sent for approval based on the workflow set up in the system. The approver can seek opinion from SMEs, and the system tracks the status of the requisition until it is approved, rejected, or cancelled. The system also provides detailed information to all stakeholders, and users can track the status of their requisitions at any point in time.

Users to create custom fields in their requisition form. Users can define attributes specific to their organisation and use them to raise PRs.

We offer flexibility in setting up approval workflows. Organisations can set up different approval workflows based on factors such as user hierarchy, location, category, and value of spend. The system automatically routes requisitions for approval based on the configured workflow. Approvers can seek opinion from SMEs before approving or rejecting a requisition.

Yes, We can easily integrate with ERPs such as SAP, Oracle or any in-house legacy system and accounting systems for budget control. The system maps items to the right cost centers in a single requisition request, and budget validation is done in case of project plans. The system also provides last purchase information to help identify deviations.

There is no limit on the number of requisitions that can be created in the system. Users can create as many requisitions as needed.

Users can track the status of their requisitions at any point in time. The system provides PR analytics, which track the performance of PRs, including the average turnaround time of PRs and the statuses of PRs. The consolidation of PRs gives an overall view of requisitions.

EffiGO’s Requisition Management module allows changes or modifications to a requisition once it has been submitted for approval. Users can modify or cancel their requisitions, and the system automatically updates the status of the requisition. The system also highlights any deviations that may require necessary action.

An eRFx is an electronic version of the traditional RFx (Request for X) process used in procurement. It allows organizations to efficiently gather information and bids from suppliers through a digital platform. eRFx differs from traditional RFx process in the sense that the former enables the automation of the procurement process, thereby, eliminating the manual work involved in managing RFx. With eRFx, buyers can easily distribute RFQs, RFPs, and RFIs, manage supplier queries, automate bid evaluation, and obtain supplier information and proposals all through a single, streamlined process.

We can help you streamline your RFx process by automating the collection and evaluation of bids, thereby reducing the time and resources required for manual RFx processes. It allows you to set up accurate, streamlined, and consistent RFx processes with automated evaluation from RFQs, RFPs, and RFIs, multi-faceted techno-commercial evaluation, multiple round quotation collection, and insightful dashboards for improving bid evaluation. Additionally, it offers real-time communication and doubt clarification with suppliers, increasing process visibility across multi-levelled supply chains, and automated results and reports, making your RFx process efficient and transparent.

Yes, the eRFx module of EffiGO’s procurement solution allows you to customise the RFx form and fields to suit your specific requirements. You can create and manage RFQs with ease and quickly set up criteria and evaluation methods based on your business requirements.

You can invite suppliers to participate in the RFx process directly from the system. Buyers can send out RFQs, RFPs, and RFIs to suppliers through the platform, and suppliers can submit their responses electronically. The system provides real-time collaboration with internal and external teams, and there is no need to maintain or record email threads for RFx.

The module provides real-time tracking of the progress of your eRFx. You can track the status of your RFQs, RFPs, and RFIs through insightful dashboards and obtain qualitative and quantitative information readily available on the platform. Additionally, you can automate results and reports to gain visibility across the entire organization and optimize your strategic sourcing.

The eRFx module of EffiGO’s procurement solution supports multiple rounds of bidding or negotiations. Buyers can launch another round of quotation collection, compare RFQs across rounds, and award against RFQ received in any of the rounds. The system offers easy comparison between RFQs collected in different rounds and allows the buyer to assign weights while evaluating RFQs, RFPs, and RFIs subject to business requirements.

An eAuction, or electronic auction, is an online platform that enables buyers and suppliers to participate in a virtual auction, rather than a physical one. It allows for real-time price negotiations, where suppliers can bid against each other for a specific product or service. The platform typically has a set of rules and parameters that govern the bidding process and provide transparency for all participants. The eAuction solution works by leveraging technology to streamline the auction process, automate bid evaluation and selection, and provide data and analytics to aid decision making.

The benefits of using an eAuction over a traditional auction include increased supplier participation, enhanced productivity, improved decision-making, and reduced procurement cycle time. eAuctions provide a transparent and fair process, which eliminates the need for tedious commerce activities and follow-ups. Additionally, they enable real-time data exhibit and insights of live auctions as suppliers bid, and allow for total control and flexibility over the auction process. With eAuctions, organisations can respond more quickly to changing market conditions, increase efficiency, and optimise sourcing fully, resulting in improved cash flow and tangible savings.

Our eAuction system can handle different types of auctions, including reverse auctions, Dutch auctions, Japanese auctions, Yankee auctions, and more. Each type of auction has a specific set of rules and parameters that govern the bidding process, and the eAuction platform can configure the auction strategies accordingly. The platform also allows for lotting tactics, extension rules, safety nets, and a slew of other complex features to ensure a successful auction.

The platform enables buyers to set rules and parameters for their auctions. Buyers can define the minimum bids, bid increments, and other parameters that govern the bidding process. The platform also allows for intelligent and auto-configurable auction strategies, which provide flexibility and control over the auction process.

Real-time tracking of auction progress is available. Buyers can monitor the auction progress, view the bids submitted by suppliers, and adjust the auction parameters in real-time. The system also allows for on-platform and transparent communication with suppliers during the live event.

Yes, you can easily handle bids from multiple suppliers simultaneously. The platform enables buyers to invite qualified suppliers to participate in the auction, and suppliers can submit their bids in real-time. The system automatically evaluates the bids based on the defined rules and parameters and provides comprehensive reports and analytics to aid decision-making.

Catalog management refers to the process of organising, maintaining, and updating catalogs of products or services in a procurement system. Catalog management is important for procurement because it enables organisations to create a centralised and standardised source of information about their suppliers and the items they offer, which can help streamline the procurement process and improve purchasing decisions. With an effective catalog management system, organisations can ensure that their procurement activities are consistent with their contract terms, pricing agreements, and compliance requirements.

EffiGO’s Procure-to-Pay Suite can help you manage your catalog effectively by automatically converting contracts into catalogs for decentralised procurement. This allows you to collaboratively manage catalogs, item profiles, deliverables, and pricing with your suppliers. The catalogs can contain detailed product information, including specifications, drawings, payment, and delivery terms for each location/office and can be accessed by buyers in a centralised location. The system also includes tools for monitoring the utilisation of catalog items based on cost centre or business unit, helping organisations to better track and control their spending.

We can configure your catalog layout and fields to suit your specific requirements. Users can make and assign project and location-specific catalogues and the system offers multiple views and search parameters to access catalog.

The module can handle multiple catalogs for different categories of products or services. Users can make and assign project and location-specific catalogues, making it easy to manage large volumes of information.

We can configure the approval workflows based on the hierarchy at your organisation. The system automatically routes catalogs for approval based on the configured workflow.

The system can integrate with your requisition module to enable users to browse and select items from the catalog. Users can browse through the items in the catalog, add them to cart like a shopping experience, and flip catalog information into purchase requisitions, making it easy to initiate the purchasing process.

You can track the usage and performance of your catalog items using analytics or reports. The system provides actionable intelligence and users can get category-wise SKUs, utilisation and service levels of suppliers, supplier availability and information linked to Catalogs. Additionally, the system can inform you if you already have a contract for the searched item and look at all the contracts existing for a searched item.

Contract management is the process of creating, negotiating, executing, and tracking contracts between parties. It involves managing the entire life cycle of contracts from their creation to their expiry, ensuring compliance with contractual obligations and managing risk. In procurement, contract management is crucial as it helps organizations establish and maintain positive relationships with suppliers and ensure that contracts are fulfilled in a timely and efficient manner. Effective contract management can help organizations achieve cost savings, minimize legal and financial risks, and improve supplier performance.

The system is designed to handle various types of contracts, including service contracts, purchase agreements, non-disclosure agreements, lease agreements, and more. It can help manage the entire life cycle of these contracts, including creation, negotiation, execution, and tracking.

We offer customisable contract templates and fields that can be tailored to meet your specific business requirements. You can create your own templates with standard clauses and fields that can be used to streamline the contract creation process and ensure consistency across contracts.

You can set up approval workflows for contracts. You can create a customised approval process that fits your organisation’s needs and ensures that all necessary stakeholders are involved in the contract review and approval process.

The platform can be integrated with your eRFx or eAuction module to create contracts based on the bidding process. It allows you to seamlessly transition from the sourcing process to contract creation, ensuring that contracts are created quickly and efficiently.

Yes, the system provides real-time visibility into the status and expiration dates of all contracts, allowing you to track contract milestones and deadlines. This helps you stay on top of contract renewals and expirations, minimising the risk of non-compliance and missed opportunities.

You can generate reminders or notifications for upcoming contract renewals or expirations. You can set up automated alerts and notifications that will keep you informed of key contract dates and deadlines, ensuring that you stay on top of your contract obligations.

Procurement planning is the process of identifying and prioritizing procurement needs and developing a strategy to acquire the goods and services needed to meet those needs. It involves the creation of a comprehensive plan that outlines the entire procurement process, from identifying requirements to contract administration.

Procurement planning is important because it ensures that an organization has a structured approach to procurement that is aligned with its goals and objectives. It helps in identifying potential risks, controlling costs, reducing waste, and ensuring that procurement activities contribute to the organization’s success.

The Procure to Pay Suite can help you create a procurement plan based on your budget and requirements. The system allows you to estimate inputs and create schedules to monitor and manage the procurement process. You can also allocate project spending to specific budgets and place value and quantity controls to adhere to the same. The system provides a roadmap for procurement activities and tracks the completion of procurement activities, ensuring that they are completed in a timely and efficient manner.

You can track the progress and status of your procurement plan using the Procure to Pay Suite. The system provides real-time visibility into the procurement process, enabling you to monitor the status of each procurement activity and track progress against the plan. This feature ensures that you can take corrective actions promptly if needed and ensures that the procurement process is completed efficiently and effectively.

A GRN or Goods Received Note is a document used to record the receipt of goods or services from a supplier against a purchase order. It is used to confirm the quantity and quality of goods received and is an important document in the procurement process.

EffiGO’s GRN automation enables you to receive goods or services against your purchase orders. The system automates the conversion of Advance Shipment Notice (ASN) to GRN, simplifying the entire process and improving accuracy.

Our automation allows you to customise your receipt template and fields to suit your specific requirements. You can add or remove fields as needed and configure the template to match your organisation’s branding.

Our platform provides the ability to set up approval workflows for receipt submissions. You can define multiple levels of approval, and the system will automatically route receipts to the appropriate approvers based on your defined workflow.

EffiGO’s GRN automation can handle partial or split receipts. You can receive a partial shipment and create a receipt for the quantity received. If the remaining quantity is expected to arrive at a later date, the system will allow you to create a new receipt for the remaining quantity.

Yes, we provide real-time visibility into the status of your receipts. You can track the history of each receipt, including when it was received, who approved it, and any changes made to the receipt.

to ensure a 3-way delivery verification, we integrate with our invoice management module to enable matching and reconciliation of invoices against receipts. The system will automatically match invoices to receipts, reducing the need for manual data entry and improving the accuracy of your accounts payable process.

ASN stands for Advanced Shipping Notice, which is an electronic notification sent by a supplier to a buyer to inform them of the impending delivery of goods. It typically includes details such as the expected delivery date, the contents of the shipment, and transportation information. By automating the ASN process, suppliers can send these notifications electronically, which improves the accuracy and speed of delivery information, allows buyers to better plan for receipt of goods, and facilitates better coordination between suppliers and buyers.

Yes, our Procure-to-Pay Suite solution allows suppliers to submit their ASNs directly through the portal. This eliminates the need for manual submission of paper documents and provides real-time visibility of the shipment status. This feature streamlines the process of sending and receiving information between suppliers and buyers, which can improve collaboration and coordination between the two parties.

There is provision for flexible and configurable workflows that enable organisations to create and manage customisable ASN templates and fields. This allows organisations to tailor the ASN to their specific requirements, ensuring that they capture the necessary information for their business processes.

Our solution enables communication between organisations and their suppliers through the portal. Organisations can send and receive messages to and from their suppliers, providing a centralised location for communication and reducing the need for emails and phone calls. This feature enables better collaboration and coordination between organisations and their suppliers.

Real-time visibility into the status of goods and generates reports that provide valuable insights into the procurement process. Organisations can use this data to track supplier performance and history, enabling them to make informed decisions about future supplier engagements. This feature allows organisations to improve their procurement and supply chain operations by identifying areas for improvement and implementing strategies to address them.

You can integrate with the receipt module to enable matching and reconciliation of receipts against ASNs. This ensures that the goods received match the ASN and the corresponding purchase order, which improves accuracy and reduces the risk of errors. This feature streamlines the process of matching and reconciliation, saving time and effort for procurement teams.

Spend analytics refers to the process of analysing spending data to identify trends, patterns, and opportunities for cost savings. It is an essential component of procurement as it helps businesses gain visibility into their procurement spend, identify areas where they can optimise their procurement processes and drive cost savings.

We offer a range of powerful tools and features that enable businesses to analyse their procurement spend and identify savings opportunities. The solution offers a user-friendly interface with customisable dashboards and reports, allowing users to easily visualise and analyse spending patterns.

We provide highly customisable dashboards and reports that allow users to tailor the interface to their specific needs. Users can choose from a range of visualization options, including tables, charts, and graphs, to view and analyze spending data.

We can extract of from various sources, such as ERP systems, procurement systems, and other third-party sources. This ensures data accuracy and completeness, providing a single source of truth for spending data.

Our solution provides visibility into supplier performance, allowing businesses to identify and address potential issues with suppliers. This helps improve supplier performance and reduces the risk of supply chain disruption.

We enable businesses to create alerts or notifications based on specific spend thresholds or patterns. This helps businesses stay informed about their spending patterns and take timely action to address any potential issues.

We can pull data from your contract management or eRFx modules to provide deeper insights into supplier performance and contract compliance. This helps businesses gain a comprehensive view of their procurement processes and identify areas where they can optimize their operations to drive cost savings.

Invoice management is the process of receiving, reviewing, and paying invoices from suppliers. It involves verifying that the goods or services listed on the invoice were actually received or rendered, and that the prices and quantities match the corresponding purchase order or agreement. Invoice management is important for procurement because it helps organizations to ensure that they are paying the correct amount for the goods and services they receive, and that they are not overpaying or paying for items they did not receive. It also helps to improve the efficiency and accuracy of the procurement process.

Our solution can handle different types of invoices, such as PO-based, non-PO-based, direct, advance, in-bound, import, and services invoices, all from a single platform. This feature makes it easier for organizations to manage their invoices, regardless of the type of invoice they receive.

We can configure indexing and processing workflows as per your needs, which means that you can customize your invoice templates and fields to suit your specific requirements. This feature reduces errors and improves accuracy in the invoicing process.

The system can automate the process of matching invoices against purchase orders and receipts, which can improve the accuracy and efficiency of the invoice reconciliation process. This feature is called the Three-Way Matching between GRN, ASN, and Invoices.

We can easily configure and set up approval workflows for invoices. The configurable indexing and processing workflows feature enables you to create customized approval workflows based on your organization’s specific requirements. This feature can help to ensure that invoices are approved and processed quickly and efficiently.

You can easily handle exceptions or discrepancies in invoice matching. The procurement digitization solution is designed to identify and flag any discrepancies or exceptions in the invoicing process, allowing for quick resolution of any issues that may arise.

We have the capability to integrate with your ERP or accounting system to automate the payment process and update financial records in real-time. This feature streamlines the payment process and improves the accuracy of financial records.