MajjakaProcure

FEATURES AND FUNCTIONS Majjaka Procure allows the purchasing organization to: • search and select products by accessing the Search Engine • manage requisitions and purchase orders • check purchase order status establish workflow and create routing rules Below is an outline of the featured functions. ACCESS AND SELECT CONTENT Majjaka Procure enables users to access supplier catalogue content via a search engine. After selecting a product or service, free text item, purchase requisition or a limit item these are added to the shopping cart for further processing. MANAGE SHOPPING CARTS AND PURCHASE ORDERS Majjaka Procure supports direct orders as well as “on behalf of”- requisitioning. Purchase orders are created in the customer’s ERP system based on the routing & integrations rules maintained in the Majjaka Procure system. Upon approval of shopping cart, the purchase order is automatically created in the customer’s ERP system and the same can be sent via the existing order routing mechanism (of the customer), to the supplier. Purchasing organizations can monitor incomplete shopping carts, handle supplier information, and assign suppliers to requisition items. Purchase requisition items can be routed directly to the purchaser’s work list depending on the purchaser’s area of responsibility. CHECK SHOPPING CART/PURCHASE ORDER STATUS Desktop users can easily check the status of their shopping carts and purchase orders by tracking the approval of shopping carts through personalised work lists and see the real-time status of these documents ESTABLISH WORKFLOW AND CREATE ROUTING RULES The Majjaka Procure workflow engine enables users to create rules for routing all documentation – including approvals and shipping instructions – to mirror existing processes, allowing the administrator to accommodate user preferences while maintaining a high level of control. The customer’s purchasing organisation defines the process and Hiranyagarbha Consultancy installs appropriate configurations, which can be altered subsequently by administrators within the purchasing organization. Majjaka Procure provides standard workflow functions, i.e. spending limit with free approval right, financial approval, commodity approval. Financial approval: Using Majjaka Procure, financial approval workflows can be routed according to the account assignment of the shopping cart (i.e. cost center owner). The solution can be set up to mirror the account structure of the customer and enables the administrator to limit the number of approval rights. Commodity approval: Depending on product area and requisition supplier, an extra approval step is provided using routing to ensure the content of the order is accurate. ROLES Majjaka Procure offers standardized roles with different tasks and authorities to match the structure of the purchasing organization. • Shop Assist: Handles incomplete shopping carts • Shop Purchaser: Is responsible for the supplier master data in Majjaka Procure. • Shop Manager: Approves and creates requisitions. • Shop User: Creates shopping cart based on identified need. Also performs confirmations. • Shop Admin: Handles user data in the system such as names, passwords, address data etc. Able to monitor all shopping carts in the system. SYSTEM ADMINISTRATION Majjaka Procure facilitates technical system configuration and administration, while the procurement system itself allows full control of everyday administrative tasks. The user and supplier administrative functions are available via the same user interface as the other functions in the application. More advanced administrative functions and system configurations are facilitated by Hiranyagarbha Consultancy in cooperation with the customer. INTEGRATIONS TO BACK-END SYSTEM Majjaka Procure has strong capabilities to integrate with the buyer’s existing back-end systems. Examples of back-end integration processes that are supported: • Back-end orders: Order information transferred to the purchasing organization’s back-end system • Creation of confirmations from Majjaka Procure to the buyer’s back-end system • Cost objects: Transfer of cost objects (e.g.GL accounts, project numbers, organization numbers) from the buyer’s back-end systems to Majjaka Procure. • User data: Transfer of user information from the buyer’s HR systems to Majjaka Procure • Vendor master data: Transfer of supplier information from the buyer’s backend systems to Majjaka Procure Business documents are exchanged via the existing integrations between buyers & suppliers. The process of integrating customer's ERP or Finance & Accounting systems with the Majjaka Procure is usually handled in form of scheduled integration projects with predefined scope and time frame. With help from experienced integration consultants the interfaces are first configured in a test environment where connectivity and certain scenarios reflecting different business processes and error cases are tested.