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Strategic procurement

More standardization – more efficiency in procurement

In the procurement of services, the more defined service specifications and negotiated framework agreements can be used, the higher the leverage for transparent processes. Free text and maverick buying lose influence. Strategic purchasing provides the basis for this: defining criteria for performance results or creating service specifications, formulating tenders, analyzing and evaluating quotations, concluding contractual agreements.

Maintaining master data

Qualified master data is the be-all and end-all for successful strategic procurement. Whereas material procurement relies on material class management, service procurement relies on standardized service descriptions. Such descriptions must be comprehensive, but not too detailed to achieve good tendering results, for example.

Master service specifications and master data libraries

The maintenance of service master records in SAP is not very practical, which is why FUTURA is the ideal solution. Service masters or master service specifications can be created manually in FUTURA or imported via GAEB or Excel. The individual services can be organized in FUTURA via drag & drop. With a simple mouse click, the master service specifications are transferred from FUTURA to SAP where the individual service masters are created.

Service and material masters: An important prerequisite for evaluations and analyses in order to enter the next price negotiations on a sound basis.

Libraries of services and materials: Create your tenders easily by using these libraries.

Handling the GAEB format

GAEB (German Joint Committee for Electronics in Construction) is the standard in the construction industry used for the exchange of specifications, quotations and measurements.

An external planner can create a set of service specifications in the GAEB format and forward it to their client as a basis for a tender.

Evaluations and analyses

Without master data, without standards, there can be no sound evaluations and analyses. Working with standardized service specifications, framework agreements or contracts transferred from FUTURA to SAP is the prerequisite for effective purchase controlling which in turn makes it possible to track the use of specific services at specific prices.

Price comparison list

In FUTURA, incoming offers can be automatically transferred to a price comparison list at the push of a button. Individual filters can be used to change the price comparison list’s layout. This includes the individual columns, the included suppliers as well as the vertical or horizontal alignment of the price comparison list. It is also possible to reduce the price comparison list to key items, as well as to items, that are to be identified as “outliers”.

Excel export

The price comparison list can be exported to Excel for further processing. The stored calculation functions are preserved, so that simulations can be run in the exported price comparison list.

Negotiation rounds

If several negotiation rounds are necessary for the achievement of optimal prices, then these too are documented on the platform and are separately accessible. Thereby the traceability of the price development is guaranteed at any time.

SAP analyses

In general, FUTURA delivers all relevant documents to SAP via the integration, so that comprehensive analyses and reports can be created in SAP. For example, if FUTURA has been used to process orders with reference to an SAP contract, all necessary data is available in SAP to analyze which items from the contract have been ordered and how often.

Requests for quotation

In the case of FUTURA, optimizing tenders means automating tenders. With just a few mouse clicks you can select the suppliers and invite them to submit their offers. After the submission deadline, the quotations are automatically evaluated and negotiated with all or with a few, selected suppliers. And: the entire process can be recorded transparently and in conformity with compliance requirements.

Obtaining quotations

Suppliers and service providers are integrated into the tendering process online via FUTURA. All they need to use the platform is internet access and a browser. Requests for quotation or tenders can be viewed directly on the platform in the supplier cockpit and can be processed online. For extensive requests for quotation, the supplier can upload and download GAEB or Excel files.

Sourcing cockpit

The overview of the status of a tender is very important for purchasers. Have the attachments been opened, have the requests for quotation been viewed or have quotations already been submitted? Status reports provide you with information on the progress of the tendering and quoting process: This allows you to remind suppliers of the submittal of their quotation more quickly, you can expand the circle of bidders or extend the submission deadline.

Auctions

FUTURA supports different types of auctions, ranging from purchasing to sales auctions. Choose between Best Price Auction, English Ticker Auction, Dutch Auction, Japanese Auction or an open auction. Each auction type can be customized by using a set of freely adjustable parameters.

Agreements and contracts

Frequently, tenders are issued in third-party systems that are not connected to SAP or even by email. Consequently, the result of a tender for services is cumulated to one item (SU). It is therefore not possible to map subsequent processes or even create service contracts in SAP. With FUTURA, however, you can convert the results of your tenders, be it material or service tenders, into individual purchase orders in FUTURA.

Individual purchase orders

You create your tender outcome directly in FUTURA as a purchase order in SAP. You can do this for both for material and for multi-level service specifications (GAEB format). This enables you to map the subsequent processes, such as billing, in SAP – and thereby achieve real-time controlling in SAP.

Contracts

In addition to an individual purchase order, you can create contracts in SAP by using FUTURA, be it material or service contracts with multi-level service specifications (GAEB format). You can also determine the type of contract, for instance a value or quantity contract.

Operative procurement

Automation of operative processes in service procurement

Procurement of capital goods

Transparency in planning and budgeting processes – Control in all project phases

Call for Tender

SAP-integrated tendering – including complex product groups

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Hubert Schröder

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