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E-Procurement System

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Flaxem’s E-Procurement System is a comprehensive, end-to-end digital solution that automates the entire procurement lifecycle, from procurement planning to payment This system leverages technology to improve efficiency, control over-expenditure, reduce costs, enhance transparency, and mitigate risks in the procurement lifecycle.

This solution provides seamless integration with SunSystems and other enterprise systems for financial and inventory tracking to ensure data consistency and accuracy.

Key Features of the e-procurement System

Budget and Procurement Planning
  • Manage Integrated Budget with SunSystems
  • Prepare and upload Annual procurement plan
  • Approval for Annual Procurement Plan
  • Dashboard for spend Analysis
Requisition Management
  • Users can initiate procurement requests electronically, specifying details such as item description, quantity, and budget codes.
  • Automated approval workflows route requisitions to the appropriate authorities, ensuring compliance with internal policies.
  • Automated Budget checks to prevent over-expenditure
Supplier Management and Online bidding
  • A centralized supplier database maintains vendor profiles, certifications, and performance history.
  • Online portal where the suppliers can register and apply for pre-qualification
  • Bidding portal for online submission of bids
  • Vendor evaluation tools enable organizations to assess supplier performance, quality, and delivery.
Tender Solicitation Management
(Request for Quotations and Request for Proposals, Request for Expression of Interest and Invitation to Bid)
  • The system facilitates the creation and management of RFx documents.
Tender Management
  • Tender publication
  • Tender communications i.e Receiving and responding to complaints, clarifications.
  • Bid opening.
  • Bid evaluation and selection.
  • Contract negotiation and Award.
  • Contracts management.
Purchase Order (PO) Generation
  • Automated PO generation ensures that approved requisitions are converted into purchase orders efficiently.
  • Users can track the status of their orders in real-time.
Catalog Management
  • Organizations can maintain catalogs of frequently purchased items, streamlining the procurement of common goods.
  • Catalogs may include negotiated prices, product descriptions, and images for user convenience.
Contracts Generation and Approval
  • Generate contracts, approve and sign in the system
  • The contractor reviews and signs in the system
Contracts Management
  • Manage the execution of a contract
  • Receive and approve contracts progress reports
  • Make addenda to the contract
  • Assess contractor performance and issue a certificate of completion
Invoice Processing
  • Electronic invoicing reduces manual data entry and errors.
  • Automated three-way matching of POs, receipts, and invoices ensures accuracy
Vendor Collaboration
  • Collaboration portals enable vendors to submit invoices, track payment status, and communicate with procurement teams.
  • Vendor self-service capabilities streamline interactions.
Compliance and Reporting
  • The system enforces procurement policies and compliance with regulations.
  • Robust reporting and analytics tools offer insights into procurement performance, spend analysis, and supplier performance.
Integration
  • Seamless integration with SunSystems and other enterprise systems, such as ERP (Enterprise Resource Planning), finance, and inventory to ensure data consistency and accuracy
Email and SMS integration for notifications
  • Get notified whenever there is an approval task on your workflow
  • Get reminders for delayed approval actions
Asset disposal (Auctioning, donation)
  • Online portal to manage disposal of assets
  • Bidders bid on the portal
  • System generates evaluation results for award

End-to-end solutions for every business

Over 90,000 organizations in 178+ countries rely on our software to help overcome market disruptions and achieve business-wide digital transformation.

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