2. e-PROCUREMENT Usemole-PROCUREMENT Usemol
CONTENTS
Introduction;
Purchase Requests;
Types of Purchase (Quotation, Formal Bidding, Catalog, Reverse Auction);
Comparative Map (Price per Region, Simulation, Management NCM);
Order Placement, Approval Workflow (Financial and Technical);
Purchasing Services (Contract Analysis and Management, Billing Instructions);
Approval and Management of Suppliers;
Management Reports;
Interface with Management System (ERP);
Operations Desk Center (follow-up of quotations and orders)
3. e-PROCUREMENT Usemole-PROCUREMENT Usemol
INTRODUCTION
Semapi’s Purchase Portal
integrates business and
communication between
buyers and suppliers in a
safe web environment.
We innovate the purchase
process with agility,
transparency and economy,
allowing your operation to
have more focus on your
business strategy.
More than 20.000 suppliers registered from all business segments
4. e-PROCUREMENT Usemol
Delivery and Receipt of
products/services
Confirm and accept the order
Check the Pre Invoice and confirm payment
method
Generate Pre Invoice
Request internal approval and place the order
Negotiate prices
Analyse and suggest negotiations
Provide standardized price quotations
Search for suppliers and request price quotations
BUYER
SUPPLIER
INTRODUCTION – SHOWING HOW THE SYSTEM WORKS
Like a DNA, Usemol system retains
informations and transactions between
buyers and suppliers, since the moment
orders are requested, until the moment
they are delivered.
5. e-PROCUREMENT Usemol
PURCHASE ORDER
Friendly and smart interface that speeds up the process;
Reduces the time of operation organizing orders by categories;
Through the standardized lists of available items there is a huge gain on time and productivity when placing an order;
Cost reduction on ERP licenses for users soliciting;
Follow up in real time all the stages of the purchase process.
6. e-PROCUREMENT Usemol
TYPES OF PURCHASE – QUOTATION / FORMAL BIDDING
Software SaaS, no costs with hardware and infrastructure;
All quotations are made in only one platform;
Interface with any ERP ;
Flexibility to customize
Base of suppliers on constant increase;
Easy access to the purchase process allowing a quick follow up;
7. e-PROCUREMENT Usemol
ERPERPERPERP Excel Spreadsheet – Manual ProcessExcel Spreadsheet – Manual Process
STARTSTART
ENDCreate aCreate a
Purchase OrderPurchase Order
Create and Excel
spreadsheet and
email to suppliers
asking for
quotations
Create and Excel
spreadsheet and
email to suppliers
asking for
quotations
Receive prices and
update the
spreadsheet
Receive prices and
update the
spreadsheet
Analyze the
spreadsheet and
choose a supplier
Analyze the
spreadsheet and
choose a supplier
Negotiate with
the Suppliers
Negotiate with
the Suppliers
Create and Check
a Purchase
Request
Create and Check
a Purchase
Request
Approve PurchaseApprove Purchase
RequestRequest
START
DoorwayDoorway ERPERPERPERP
ENDCreate aCreate a
Purchase OrderPurchase Order
Select Suppliers
(they will receive a
notice
automatically)
Select Suppliers
(they will receive a
notice
automatically)
Analyze and
choose a supplier
Analyze and
choose a supplier
Negotiate with
the Suppliers
Negotiate with
the Suppliers
Generate an
Automatical
Purchase Request
Generate an
Automatical
Purchase Request
Approve PurchaseApprove Purchase
RequestRequest
Under-dimensioned
process
Develop and
Register the
supplier
Re-Dimensioned
Process
COMPARISON OF OPERATION BEFORE AND AFTER THE SEMAPI`S PORTAL
9. e-PROCUREMENT Usemol
PURCHASE TYPES: E - CATALOG
The electronic purchase agreement, is turned into a permanent quotation, which can be integrated with an ERP
purchase request, or can remain available on line for users.
Lead time reduction;
On time delivery increasing rate.
ELECTRONIC
CATALOG
10. e-PROCUREMENT Usemol
E-CATALOG: CASES – LEAD TIME & COST REDUCTION
Traditional System:Traditional System:
The need is identified in the factory - R$ 2,65R$ 2,65
The buyer inserts a request in the system through a narrative that he creates – R$ 1,14R$ 1,14
The request requires management and supervision approval – R$ 4,26R$ 4,26
The purchasing department exchange the request for a Purchasing Order (PO) and print it – R$ 1,19R$ 1,19
The buyer ranks the order as “ordinary” , “urgent” or “exclusive supplier”, and in case of urgency or exclusive
supplier, he requests a filled up and signed form, before making the purchase– R$ 1,90R$ 1,90
The buyer negotiates a bulk purchase (which sometimes means losses ) – R$ 6,82R$ 6,82
The buyer makes a quotation on the market - R$ 10,61R$ 10,61
After the quotations are received, the negotiation and closure of business starts to shape-up – R$ 13,64R$ 13,64
The whole process is typed in the system and the purchasing order is sent - R$3,41R$3,41
The order goes through all the relevant signatures and it is sent to the supplier – R$ 3,78R$ 3,78
Folow-up the purchase order is mandatory – R$ 1,52R$ 1,52
Average time spent in each orderAverage time spent in each order
05 to 15 days under the cost of R$ 50,9205 to 15 days under the cost of R$ 50,92
11. e-PROCUREMENT Usemol
E-CATALOG: CASES – LEAD TIME & COST REDUCTION
Usemol System Implemented:Usemol System Implemented:
The need is identified in the factory – R$ 2,65– R$ 2,65
The buyer inserts a request in the system choosing items registered in the database – R$ 1,14R$ 1,14
If the item or service does not exist in the database, it must the registered – R$ 1,14R$ 1,14
The buyer automatically sends an order to the system, considering there is an existing contract – R$ 2,08– R$ 2,08
In case there`s not yet an existing contract, the order follows regular purchase method, and the purchase department
evaluates the inclusion of a new contract. – R$ 10,61– R$ 10,61
Average time spent in each order:
01 to 03 days under the cost of R$ 17,62
Bureaucracy Reduction;
Purchasing lead time reduction 70%;
Operational costs reduction 65%;
12. e-PROCUREMENT Usemol
E-CATALOG: CASES – SERVICE LEVEL
Traditional SystemTraditional System Implemented Usemol SystemImplemented Usemol System
Supply level reduced;
Increase in productivity;
14. e-PROCUREMENT Usemol
PURCHASE TYPES – REVERSE AUCTION
It is a product or service procurement process with higher added value. It is also ideal for for closure or renovation
of deals for indirect items. This is the best resolution for a negotiation when the aim is a price reduction.
Totally clear and safe;
Honest and reliable process;
Saving in average 11% per auction.
REVERSE
AUCTION
Unit:
15. e-PROCUREMENT Usemol
REVERSE AUCTION: CASES – COST REDUCTION
Material Categories Retrieved Cost Reduction
Service Generators Maintenance 20%
Electricity Lamps 22%
Service Sewage 11%
Maintenance MRO 5%
Service Roof Exchange 14%
16. e-PROCUREMENT Usemol
REVERSE AUCTION: CASES – COST REDUCTION
Sales machine
Category
Total estimated amount
Total negotiated
amountReduction
% of Savings
Printed Package
Visual
communication
Total Estimated
AmountTotal Negotiated Amount
Reduction
% of Savings
18. e-PROCUREMENT Usemol
ORDER PLACEMENT, APPROVAL WORKFLOW (FINANTIAL AND TECHNICAL)
In approving an order the Usemal shows all the process performed by the purchasing department in the same
screen, which results in gain of agility and control.
TECHNICAL APPROVAL
24. e-PROCUREMENT Usemol
MANAGEMENT REPORTS
The Usemol procedures are registered for further information and analisys on management
reports, providing meaningful help on strategic purchase decisions
Montly Purchase Requests
Purchase Lead Time
25. e-PROCUREMENT Usemol
OPERATIONS DESK CENTER
Follow-up on quotations, orders and
product delivery;
Analysis on items and quotations;
Validation of suppliers
Standardize and descriptions of materials;
Training;
Support.
Reduce phone costs;
Reduce operational costs;
Smart use of time on procedures;
Greater focus on Strategic.
The Usemol system offers an Operation Desk Center to better serve and support their clients.
We are available and prepared to deliver a better performance for your team, helping them
to eliminate time loss on the execution of certain activities.
27. e-PROCUREMENT Usemol
“Within the very short time we are working with this tool we could realize it really
simplified the purchase process. It is easy to use with accessible procedures that
make buyers and suppliers routines much more agile “
--Purchase Department, Comolatti
“ This tool is very easy to use, allowing the complete optimization of the purchase process, not
only for buyers but also for suppliers.The system is a time saver and makes it possible to
properly manage the department routines.
--Luiz Claudio Pereira, Purchase Analist
WHAT OUR CLIENTS SAY ABOUT US?
29. e-PROCUREMENT Usemol
3229, Nove de Julho Avenue
Zip code : 01407-000
São Paulo – SP Brazil
phone 55 (11) 2144 4300
fax 55 (11) 3051 4904
www.semapi.com.br
Editor's Notes
Anos = Years
Anos = Years
Compradores = Buyers
Fornecedores = Suppliers
Contratos = Contracts
Negociação = Negotiation
Catálogo Eletrônico = E-Catalog
Leilão Reverso = Reverse Auction
Cotação = Quotation
O Melhor E-procurement do mercado = Best E-Procurement system on the market
Código = Code
Descrição = Description
Código do Fabricante = Manufacturer Code
Nome do Fabricante = Manufacturer Name
Ações = Action ( Duplicate Previous)
Dados do Item = Item Information
Quantidade = Amount
Valor = Price
Prioridade = Priority ( Urgent or Regular )
Observações: Observations
Comentário = Note
Cotação = Price Quotations
Pesquisa de Fornecedores = Suppliers Research
Nome/ Razão = Company Name
CNPJ = Federal Tax ID
Apresentação = Presentation
Grupo = Group
Selecione o estado = Select the region
Click para filtrar por categoria = Click to select by product category
Eventos = Events
Data = Date
Usuário = User
Título = Title
Descrição = Description
Example:
14/may/13 - corporate buyer – quotation expired – the quotation was expired by the corporate buyer
14/may/13 – corporate buyer – quotation sent – the quotation was sent by the corporate buyers
14/may/13 – corporate buyer – enrolment – the quotation 382322 was included by the corporate buyer
Processos = Procedures
Quantidade = Amount
Cotação = Quotation
Negociação desenvolvimento de fornecedores = Negociating and Developing new suppliers
Tarefas manuais = manual tasks
Selecione a cotação da qual deseja fazer um pedido = Select the quotation you would like to order
Descrição = Description
Ordem de Busca = Search
Cotação = Quotation ( Contract of Office Supplies Korpex # 149322)
Código = code
Código do fornecedor = supplier code
Comentário = comments
Cotação = quotation
Descrição = description
Fornecedor = supplier
Preço = Price
Quantidade = amount
Selecione = select
Comprador = buyer
Fora do prazo = out of scheduled time
Média de OC´s por mês = Number of Purchase orders average per month
Nível de atendimento 1º Sem/2006 = Service level at 1st Sem/2006
No prazo = on time
Total de OC´s 1º Sem/2006 = Total of purchase orders at 1st Sem/2006
Total (exceto contratos) = total (contracts except)
Fora do prazo = out of scheduled time
Nível de atendimento 1º Sem/06 = Service level 1st Semester 2006
No prazo = on time
Código do item = code item
Comprar = buy
Detalhes = details
Descrição = Description
Desconto = discount
Entrega = delivery
Fabricante orçado = producer budgeted
Item com NCM e/ou NBM distintos = Items with different NCM and/or NBM
Leilão = auction
Linha 1 = Line 1
Observações = observations
Quantidade = amount
Referência = reference
Retornar lance = return bid
Selecionar = select
Unitário = unit
Vals. Negociados = Amounts negociated
Vl. Com desconto = amount with discount
% negociado = % negociated
Condições = terms
Detalhes = details
Faturamento mínimo = minimum billing
Itens selecionados = selected items
Orçamento = budget
Optante simples = simple option
Pagamento em 2 parcelas = payment in 2 lots
Prazo = delivery
Sim = yes
Valor total = total price
Valor total selecionado = total price selected
% do valor total selecionado = % of the total price selected
30 dias = 30 days
28 dias da data da fatura = 28 days from the invoice
Aprovação técnica = technical approval
Aprovador: comprador corporativo = approving: corporate buyer
Comprador = buyer
Comprador corporativo = corporate buyer
Cotação = quotation
Enviar = send
Excluir = delete
Fornecedor = supplier
Orçamento = budget
Para aprovação desde = for approval since
Pedido = order placement
Referência = reference
Rejeitar = decline
Requisição = request
Selecione o aprovador = select the approving
Suprimentos = supply
Anos = Years
Contratos = Contracts
A cotação possui 1 item = The price quotation contains 1 item
Código do Item: Item Code
Dados = Information
Requisição = Request
Histórico = Previous Records
Quantidade desejada = Desired amount
Alterar = Changes
Anexo = File
Exemplo: Item 1, 2,3,4,5, Attention this item is a group and the price should be the total of individual prices
Item 1 - Limpeza das áreas jato e solução com agua e cloro = Cleaning the area with water and chlorine
Item 2- Lixamento e massamento das paredes = Wall scrubbing and priming
Item 3 - Applying the fixture/paint
Item 4 - Diversity of utensils
Item 5 – Water based wall enamel
Quantidade = Amount needed
Contrato = Contract ( contract numbers)
Situação = Position ( posted or accepted)
Fonecedor = Supplier name
Responsável = Person in charge (name of a person)
Data da inclusão = Date of the contract insertion
Vigencias = Expire date of the contracts
VL Contrato = Contract Value
VL Executado = Value already executed
Saldo Pendente = Value pending
Anos = Years
Nome do contrato = Company Name – Id of the company hired
Referencia = Reference – Field to fill in freely with info regarding the service hired
Vigencia de até = Valid from xx/xx/xxxx to xx/xx/xxxx
Envio automático = selecting the box automatically defines the payments of the service hired
Logística = Logistics Cif ( cost, insurance, freight) or FOB ( free on board)
Moeda = Currency
Aprovador = Approved by ( user responsible for the approval)
Observação = Observation
Salvar = Save
CONTRATOS PENDENTES = PENDING CONTRACTS
CONTRATOS PARA APROVAR = CONTRACTS PENDING APPROVAL
CONTRATOS VENCENDO NOS PRÓXIMOS 30 DIAS = CONTRACTS EXPIRING IN THE NEXT 30 DAYS
PERIODICIDADE = TIME FRAME ( EVERY XX DAYS FOR SENDING THE CONTRACTS)
DATA DO PRIMEIRO PEDIDO = DATE OF THE FIRST SERVICE REQUEST
VALOR CONTRATADO = TOTAL AMOUNT OF THE SERVICE CONTRACT
PERIODICIDADE DO REAJUSTE = TIME FRAME FOR ANY REAJUSTMENTS ( $$ ) IN MONTHS
DATA DO PRÓXIMO REAJUSTE = DATE OD THE NEXT REAJUSTMENT ( $$ )
VALOR DO REAJUSTE = NEW PRICE REAJUSTED ( PERCENTAGE )
OBSERVAÇÕES = OBSERVATIONS
SALVAR = SAVE
ATENDIMENTO = CUSTOMER SERVICE
PONTUALIDADE DE ENTREGA = SERVICE OR PRODUCT DELIVERED ON TIME
QUALIDADE DO MATERIAL OU SERVIÇO ENTREGUE = SERVICE OR PRODUCT QUALITY
FORNECIMENTO COMO UM TODO = OVERALL SERVICE
PAINEL DE ATIVIDADES = ACTIVITIES PANEL
APROVAÇÃO TECNICA = TECHNICAL APPROVAL
CONTRATOS DE SERVIÇOS DISPONÍVEIS PARA MEDIÇÃO = CONTRACTS READY TO MESURE
CONTRATOS COM RETENÇÕES A LIBERAR NO VENCIMENTO = CONTRACTS WITH RETENTION TO BE CHECKED ON THE DUE DATE
ATENDIMENTO = CUSTOMER SERVICE
PONTUALIDADE DE ENTREGA = DELIVERED ON TIME
QUALIDADE DO MATERIAL OU SERVIÇO = QUALITY OF PRODUCT/SERVICE
FORNECIMENTO COMO UM TODO = OVERAL SERVICE
MEDIÇÕES = MESUREMENTS
INCLUSÃO = DATE OF INCLUSION
REFERENCIA = REFERENCE NUMBER
FORNECEDOR = SUPPLIER
APROVAR = APPROVE
REJEITAR = REJECT
EMPRESA = COMPANY NAME
HOMOLOGADA = DATE OF VALIDATION
HOMOLOGAR = VALIDATE
PERFORMANCE INDICATORS = IGUAL SLIDE 24
EVENTOS DO PROCESSO = STAGE OF DEVELOPMENT OF THE DOCUMENTS
STATUS / VALIDADE = STATUS AND DUE DATE
ALTERAÇÃO = PERSON WHO PERFORMED ALTERATIONS AS WELL AS DATE AND TIME OF CHANGES
ABAIXO DE AUTOMATIC NOTES FOLLOWS AN EXAMPLE OF A NOTE : THE DOCUMENT EXPIRED ON XX/XX/XX. PLEASE CONTACT SEMAPI OR CLICK IN HERE TO CJECK THE STATUS.
Código = Code
Descrição = Description
Média de Compras = Average Purchase
Média por Mês = Average Purchase per month
Tempo em dias = Time in Days
Total = Total
% do Total = % of Total
Anos = Years
Inicio RC = Start Purchase Request
Solicitação de compras = Purchase request
Geração de ordens = Generate a request
Aplicação de envio = Send order
Pedido = Final Order
Recebimento = Product/Service Receipt
Comprador = Buyer
Fornecedor = Supplier
Inicio Catalogo = Start Catalogue
Analise e levantamento de dados = data base analisys
Cotação = Quotation
Requisição = Request
Processo automático = Automatic Process
Catálogo = Catalogue
Pedido = Order
Mapa Comparativo = Comparative map of quotations and prices
Follow via mesa de operação = Follow up through operation desk center
Cotação = Quotations
Orçamentos = Budgets and prices
Pedido = Final Request