A Day in the Life for Vendor Onboarding Purchase team

• Completely Manual
Vendor Registration form Vendor Data Collection Vendor Approval
Create Vendor Master process of Vendor
in SAP and load data
Onboarding
• Vendor Discovery is
Manual
• Manual effort to
collect information
during audits
Forms sent on Data Collection in Approvals through Create Vendor • No Self service
excels through Excel , PDF emails Master for vendor portal
emails documents and load vendor • Ability to capture and
documents
Supplier response Manually Store data track vendor
received through on Desktop, information related
excel sharepoints to sustainability ,
diversity , other
compliance info is
limited
1
A Day in the Life of RFQ Management for Purchase team
• Completely Manual
process of Vendor
Create & Send RFQ Manual Award Approvals & No Visibility of Shipment or collaboration
Manual PO follow up
Manually Manual PO creation In transit Inventory • Vendor Discovery is
Manual
• Manual effort to
collect information
during audits
• Inability to use best
RFQ sent on excels Award approvals on Manual Follow-up Ship visibility in class auction
through emails emails with suppliers for details not techniques like
PO status and PO available on time Dutch , English ,
Supplier response Manual Purchase changes
Order or Contract Goods receipt Japanese etc. to
received through
excel creation post award information shared generate additional
manually or not cost savings through
Manual shared with competitive bidding
Comparative vendor • Post PO
preparation
collaboration and
follow-up is
2
completely manual
A Day in the Life of Invoice Processing for Accounts team

Receipt & Exceptions Timing & Manage

Capture & Approval Discounts Payments
1 2 3
SUPPLIERS
TYPICAL AP PROCESS
• Invoice Errors
INQUIRIES • Missed Discounts
3 Ÿ All suppliers
BU / Buyers
looking for • Increased cycle time
Inquiries invoice/payment status • High processing cost
2
Resolve Exceptions Discount & Contract Savings • Duplicate billing
Approval Routing & Buyer Mailroom
• Frustration
Exception Handling 1 Ÿ Paper Invoices • Inability to track
• Issued by suppliers
invoice processing
Sort & Forward Rubber Segregate &
status
Data Entry
ERP / AP Allocate stamp Open • No predictability of
cash flows
1 2 3
PAIN Too much paper Too much cost Missed Savings

3
 Envisioned End to End Process Flow with ERP Govt IRP
Portal
• Discover from 600K
SAP SAP Ariba + vendors in India
Discovery
and 8million vendors
SAP Digital IRN Generation or Validation for suppliers
Ariba Ariba SAP Ariba
1 SLP 2 Sourcing
globally 3 Contract 4 Supplier • Ontime payment to vendor
Network • Invoice & payment visibility to vendor
• Email or
Portal
• On Avg 4-15%
Savings through Advanced Discount
Vendor RFx Contract Purchase Order Order update Invoice Discount Payment
auction techniques ship notice/ Invoice Proposal
Registration Response Copy order confirmation with receipts status update Accepted status update
SES Received
• Fully automated
system ensuring
reduced cycle time
• Audit Compliance

• PO Compliant Invoice

• Delivery • In transit • GST (IRN) Compliant

reliability Inventory Invoice
Auto
Onboarding Sourcing Sourcing Contract
& Approval request RFP/Auctions
Comparative Award
Authoring
Visibility
& approvals

Purchase Good receiptt Preagreed

Vendor Outline Invoice Reconcile
SAP ERP
Requisition & Purchase Order Inbound Discount Updated Payment
Master /Approved
agreement order confirmation delivery/ SES Parked (3way match) Discounts status update
RFQ SES Proposal

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