m-hance Purchase Management

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1 m-hance Purchase Management

2 m-hance Purchase Management Managing purchasing effectively and efficiently is vital to a business long-term success. In times of challenging market conditions ensuring that incomings and outgoings are tightly managed and as visible as possible is simply fundamental to business survival. For many companies purchasing processes have not evolved with them. This has resulted in disjointed and standalone, often paper-based, purchasing systems unable to work with goods tracking and receipt, and worse, invoicing systems that have to be manually matched to a paper-based trail. Companies have become victims of their own success. The more business they do, the more complicated the purchase management process has become. End-to-end solution This is where the m-hance Purchase Management system comes in. A flexible, endto-end solution that works with companies: from the initial requirement to purchase, through to invoice matching and payment. m-hance Purchase Management incorporates five core business processes into one integrated and tailored solution: Sales invoices Requisition entry and approval Goods/transactions acknowledgement and receipt Invoice approvals Expenses Using browser-based technology to provide enhanced visibility and accessibility of your organisation s liabilities, m-hance Purchase Management combines userfriendly navigation and instantly recognisable functionality to help encourage user adoption. For companies relying on paper-based processes, often across multiple sites, manual processes can be lengthy and often confusing. For those who have moved to online systems that utilise , all too often just oneemployee absence is all that it takes for the process to fall apart. m-hance Purchase Management simplifies and significantly shortens the process in some cases to just minutes. Tailored and automated workflows eliminate the need to manage a paper trail, decreasing the cost, time and margin for error associated with it. Full of innovative features, such as its holiday cover workflow, m-hance Purchase Management streamlines the process from purchase to pay and guarantees significant return on investment. From requisition entry and approval... From the moment that an employee decides to buy something on the company s behalf m-hance Purchase Management is with them. Using a simple and easy-to-use layout, the purchaser simply completes the requisition form online. They can add multiple items or attachments, check the items against an established budget, and submit for approval.

3 The web-based purchase requisition is automatically routed via a predefined approval route this could be one person or a number of individuals. The system sends an to the first person in the approvals chain notifying them of the requisition(s) awaiting their approval. The approver simply clicks on an embedded link that takes them straight to the approval s browser. Approvers are able to review and accept the requisition or add comments or queries. Queries can be sent back to the previous approver or to the requester with comments to review. After each approval an is automatically generated and sent to the next approver in the hierarchy. Once the requisition is approved, it is automatically converted into a purchase order within Microsoft Dynamics GP and the requestor notified of the approval. The purchase order can be automatically ed out to the relevant supplier and/or printed and filed, all from within the browser. m-hance Purchase Management seamlessly integrates into the Dynamics GP Smartlist tool enabling the finance team to track the approval status and location of outstanding unapproved requisitions, providing enhanced visibility across the company of upcoming potential liabilities. We ve built the solution so that those responsible for approvals do not need to be licensed users of Dynamics GP, as we know approvers often sit outside of the finance department.

4 through to receiving transactions m-hance Purchase Management provides users with the ability to confirm receipt of goods ordered. Those responsible can receipt against open purchase order lines within the browser, and the system then automatically creates the relevant receivings transaction within Dynamics GP and confirming the validity of the related invoice when it arrives....to invoice approvals To ensure an end-to-end process, once incoming invoices are either matched to a purchase order or entered into the payables management module, they can then be routed, via automated workflows to obtain approval for payment. Once submitted for approval, the invoice is automatically routed to the hierarchy of predefined approvers. The approver simply clicks on the link embedded in the automated notification and is directed through to the invoice(s) requiring approval. Much like the requisition functionality, the invoice approval feature provides space for comments, links to the invoice image, and the ability for approvers to view and alter/allocate the General Ledger coding for that transaction. A full history of approved invoices is maintained including an audit trail of the approval process along with payment information. Browser users have access to all this information without being a Dynamics GP user. Queries can be sent back to the previous approver or to the finance team with comments to review. Users can also nominate a colleague to approve documents in their absence.

5 Approval on the go... At m-hance we appreciate that approvers are often on the road and out of the office for prolonged periods of time. More and more people are relying on their smartphone to provide them with connectivity to the office and systems they utilise to perform their role. With this in mind we have created an approval app that you can access from your browser on any modern smartphone. Approvers can now use their smartphone to view and approve requisitions and invoices, ensuring no delay in the approval process even when approvers are offsite. Using the Smartlist tool in Dynamics GP, users have access to an invoice register that allows them to track the approval status and location of all outstanding unapproved invoices. Any invoices not fully approved at the period end can also be managed and accounted for more efficiently using the auto accruals feature. The finance team can simply include an accruals account and mark the transactions to be included. m-hance Purchase Management will automatically generate all of the reversing GL entries ensuring month end reports accurately reflect the organisation s current liabilities.

6 Why m-hance Purchase Management? Manage your money Gaining insight and control of your current liabilities has never been more important than in these tough and competitive times. This means that you need to know where every penny is, and more importantly, you need to actively manage it. m-hance Purchase Management enables you to gain visibility of what is being bought on the company s behalf. More importantly, it lets you see who s buying what and from whom and how that fits within the budget set. This control over cash flow sets you in good stead for a positive business future. But there s more. By integrating the three steps of purchase management purchase requisition, goods receipt, and invoicing m-hance Purchase Management also provides a platform for getting the most out of your money. Integration and improved visibility means that you can easily see and take advantage of prompt payment discounts or get the best purchasing deal making your money work harder and helping to build stronger supplier relationships. Simplicity with control We know that you re not all IT experts, which is why we developed m-hance Purchase Management to be easy-to-use. Based on a simple web browser interface that s familiar, the software can also be tailored to suit your needs. The workflow functionality within the system ensures that you set the processes to work the way you do. You can set budget alerts to prevent over-spending; approval hierarchies to make sure that the right people review the right documents; you can even nominate someone to approve documents in your absence, streamlining the process. Reducing the margin for error Anyone that uses a paper-based or -based system for purchase management knows that it takes just one mistake or a single query for the process to slow or even stop. m-hance Purchase Management reduces the margin for error and speeds up the process by integrating and automating functionality from purchase to pay. The ability to build hierarchies for approvals and to check against budgets before agreeing to the purchase requisition means that the likelihood of maverick spending is eliminated so that only the people approved to buy, can buy. Using workflows puts you back in control of the process. Integration with Dynamics GP and its Smartlist tool means that you have visibility at all times so you can see where unapproved documents lie waiting for attention. Additional modules Expenses Sales invoices

7 Save time and money By building automated workflows through the purchase management process you reduce the time wasted tracking down paper-based documents awaiting approval that are on someone s desk or worse lost in the internal mail system. You can expect to receive dramatic savings in processing costs as well as improved staff productivity as the need to chase approvals, find lost documents and manually support the process is eliminated. Streamline m-hance Purchase Management is fully integrated with Microsoft Dynamics GP v10, 2010 and above. We didn t stop there however. We ve also developed m-hance Purchase Management to integrate with document scanning and management solutions. This means that you can automate the entire purchase process saving even more time and money. It goes without saying that we ve integrated m-hance Purchase Management with m-hance s cloud-based invoice processing solution, einvoicing. Organisations that process more than 5,000 invoices each year could save between 60-80% of their costs by implementing einvoicing, significantly improving efficiency whilst gaining a quick return on their investment. ROI Processing a purchase order can cost between 25 and 40,* an expense that can be reduced by up to 80%*1 with a procurement management system. This is due to vast reductions: in material costs such as stationary and printing; as well as employee time spent generating, printing and sending purchase orders; then matching those orders to invoices once goods are received. This means that an average organisation making 2,000 purchases a year can achieve savings of between 40,000 and 64,000 using m-hance Purchase Management. Purchase Management has an easy to use feel about it, which allows staff to have more confidence when using the product for the first time. Colin Tyson YMCA England environment

8 About m-hance? m-hance is a Microsoft Dynamics Gold Partner and we are with you all the way. We are the largest Microsoft Dynamics GP Partner in Europe with over twenty years of experience supporting our customers end-to-end with their ERP, Dynamics CRM, SharePoint and hosting requirements. Our preferred approach is to work in collaboration with you. From an initial discovery meeting, where our experts take the time to understand your business, right through to project planning, implementation and ongoing support, apart from gaining a more efficient business, you ll have peace of mind knowing you can continue to rely on our service and support whenever you need it forever. m-hance Ltd, Trinity House, Bredbury Park Way, Manchester, SK6 2SN Tel: +44 (0)

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