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Proactis

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Once you've selected a supplier and agreed on the terms of a purchase order, Proactis helps you manage the order processing and delivery phases of your procurement. This guide outlines the steps involved in ensuring smooth order fulfillment.

  Proactis generally enables you to create and send formal purchase orders (POs) electronically. You can include details such as items ordered, quantities, prices, and delivery terms.

 The chosen supplier will usually acknowledge the receipt of your purchase order within Proactis.  You can monitor the status of their confirmation. 

 Proactis typically provides a centralized system for managing your purchase orders. You can track their status, view delivery schedules, and manage any changes to the order. 

  Proactis may integrate with shipping carriers or provide tools that enable you to track shipments in real-time. You can monitor the location and projected arrival date of your order.

  When the goods arrive, Proactis offers features for confirming receipt and documenting any discrepancies or issues. You can enter information regarding quantity received, quality inspection results, or any damage or missing items.

  Proactis often supports invoice matching, comparing invoices from suppliers with your purchase orders to ensure accuracy and prevent discrepancies.  You can then process payments from within the system.

 Use Proactis' communication channels to stay in touch with suppliers regarding delivery updates, tracking information, and any issues that may arise. 

 If Proactis is integrated with your inventory management system, you can use it to receive and update inventory levels as orders are fulfilled.

  If any items are faulty or need to be returned, Proactis may enable you to create return requests directly within the system.

By leveraging Proactis' features for order processing and delivery tracking, you can streamline the entire procurement process, from initial ordering to final receipt of goods.  This can improve efficiency, optimize cost management, and streamline your overall supply chain.

Find information on creating purchase orders, tracking order fulfillment, and managing delivery schedules in Proactis.

Processing Orders and Tracking Delivery

Once you've submitted a purchase request, Proactis facilitates the process of managing bids from suppliers and selecting the most suitable one. This guide walks you through the steps involved in this critical phase.

  After you've sent out a tender or request for bids to qualified suppliers, Proactis will automatically collect and organize the bids received. You can view a list of submitted bids, including their details, pricing, and any attachments.  

  Proactis offers tools for comparing bids and analyzing various criteria, such as price, delivery times, technical specifications, or supplier performance. You can often use filter and sorting features to streamline the comparison process.

  Consider key factors, such as supplier reputation, previous experience, product or service quality, delivery capability, and pricing. Proactis may offer scoring systems or tools to assist in evaluating bids.

  If necessary, initiate conversations with suppliers to negotiate prices, terms, or other aspects of the bid.

  Based on your evaluation, select the bid you consider to be the best fit. Proactis may provide features to formally accept or reject bids.

  Once you've selected a supplier, Proactis can help you generate and send a formal purchase order or contract—ensuring all terms and conditions are clearly outlined.

  Proactis often enables you to store and manage contracts electronically, making it easier to track deadlines, performance, and important clauses.

  Ensure all bids and contracts adhere to your organization's procurement policies and regulations. Proactis often has built-in compliance features to help you meet these requirements. 

  After selecting a supplier and awarding a contract, consider implementing a system for ongoing supplier performance evaluation.  This will help you track their quality, reliability, and adherence to agreed-upon terms.

  Utilize Proactis' communication features to stay in touch with suppliers, clarify details, negotiate, and monitor progress.

Managing bids and selecting suppliers is a critical aspect of procurement.   Proactis provides tools and features to simplify these processes, allowing you to make informed decisions based on data and ensure effective collaboration with your suppliers.

Learn how to manage bids received for your purchase requests, compare offers, and select the winning supplier.

Managing Bids and Selecting Suppliers

This guide outlines the process of creating and submitting purchase requests within the Proactis platform. It helps you initiate the procurement process and ensure your requests are handled efficiently. 

  Navigate to the relevant section within Proactis where you can create purchase requests. This might be labeled "Purchasing," "Requisitions," or similar depending on your platform setup. 

  Provide essential information about the request. This usually includes:

 Include any essential documents, such as product brochures, technical specifications, or project proposals, that help to clarify the request.

 Depending on your company's procurement workflows, designate the individuals or groups who need to approve the request. 

 Once all the necessary information is entered, click the "Submit" or "Create Request" button to send your request to the appropriate approvers. 

 You can usually monitor the status of your request within the platform and receive email notifications about progress and approvals.  

  Approvers will receive notifications about purchase requests they need to review. They can approve, reject, or request further information.

 You can typically communicate with approvers or the procurement team using Proactis' internal messaging features if you need to provide additional details or clarification.

Following these steps helps ensure your purchase requests are properly documented, routed through the appropriate channels, and processed efficiently.

A guide on creating purchase requests, specifying requirements, and submitting them for approval within Proactis.