Operative procurement

Automation of operative processes in service procurement

The biggest challenge for purchasing departments is to achieve greater cost efficiency in the procurement of services. The goal is a transparent cooperation between the consumer and the supplier - from the specification of requirements to the approval of rendered services. To achieve this, it is necessary to implement a continuous process that, in addition to the purchase order, also includes all subsequent workflows such as approval, proof of service delivery and verification as well as billing. Together with a deep SAP integration, FUTURA paves the way for extensive automation in operational procurement.

Requirement planning

Provide your consumers with outline agreements or contracts so that they can independently trigger and process their procurement process – up to certain value limits. The system supports both planned requirements, which are created from templates such as master data or project data, and unplanned requirements that are only defined with reference to a contract later. If the consumer has access to services included in master specifications or to work results from external planners, the purchasing department is automatically brought in again to negotiate prices with the suppliers.

Requirement definition

FUTURA supports the GAEB formats especially in the area of services. The consumer can create requirements for small measures very quickly and easily. It is helpful that he can use master service specifications or a contract to create items. Externally planned service specifications can be imported by means of GAEB or Excel files.

Requirement calculation

In FUTURA, requirements that may be put out for tender can be equipped and calculated with so-called planned prices for a later comparison.


In FUTURA, an SAP purchase requisition can be assigned to each requirement to determine the organizational data and account assignment. This purchase requisition can be created in SAP, approved and then imported into FUTURA or it can be created directly in FUTURA and transferred to SAP. Thanks to the seamless real-time system integration, it is possible to map different workflows with FUTURA in this context as well.

GAEB format

GAEB, (Gemeinsamer Ausschuss Elektronik im Bauwesen), used for the exchange of specifications, quotations and measurements, is the standard in the German construction industry. An external planner can create a set of service specifications in a GAEB format and make it available to his client as the basis for a tender.

Purchase order and call-off

With regard to operative procurement, Futura Solutions focuses on compliance with certain value limits and restrictions for purchase orders or call-offs issued by the consumers themselves – which relieves the burden on the purchaser. FUTURA is extremely flexible in this respect. A purchase order can be planned, unplanned or mixed, with and without reference to a contract.

Calls for tender

In FUTURA, a special request variant is provided for the operative procurement carried out by the consumer: the so-called “cost estimate”. In this variant, the customer invites the supplier or framework agreement partner to prepare a quotation based on their framework agreement. In this case, the suppliers access the framework agreement online, which enables them to create the quotation specifications and add their own quantities independently. The negotiated prices remain unchanged.

Planned, unplanned and mixed services

Using FUTURA, planned, unplanned and mixed services can be called up, ordered and settled. Depending on the use case, these variants are used for ordering. A call-off with a planned service can, for example, follow upon the requirement definition of the consumer or upon the quotation or the cost proposal submitted by a supplier via FUTURA.

Unplanned services often occur in the context of repair measures or incidents where the scope of the service to be provided is still unclear at the time of commissioning. In this case, a reference to a framework agreement or contract is assigned to the call-off and a limit is added. The advantage of this variant of the purchase order is that it unburdens the consumer, it provides transparency of the service performed at the time of settlement, and allows the underlying framework agreement to be evaluated according to the frequency of the items it contains.


A purchase order based on framework agreements or contracts is called a call-off. FUTURA can be used to initiate and settle purchase orders or call-offs.

Service entries

Let your suppliers record the services rendered independently. For this purpose, suppliers use FUTURA as self-service. This is possible for planned services and unplanned services. In the latter case, suppliers access their framework agreement or contract online and create the billing specifications with the services rendered first, and then they add their quantities and/or quantity approaches. In addition, they can attach documents as evidence of their work.


Service providers can enter service records and measurements directly on the FUTURA platform. All they need is Internet access, which means that they can enter data very flexibly on site. For the traceability of the calculation approaches, the entry can be done by using formulas according to REB 23003 with the possibility to add comments.


Changes and correction loops of a service entry are easily possible in FUTURA. The verification procedure can be configured individually via workflows: depending on the role and e.g. value limits, a multi-eyes principle – or alternatively a sampling procedure – can be applied for verification and approval.


Documented services rendered are usually submitted to the initiator in paper form as an attachment to the invoice. Invoice verification then also includes a verification of the service entry. A correction of the service entry then also entails a correction of the invoice. This is followed by a manual process that ultimately requires the input of the released invoice amount into the ERP system to settle the purchase commitment.

With FUTURA, this process is more precise and simplified. On the one hand, instead of the initiator, the service providers enter the service entry online in the system. On the other hand, invoicing or billing only takes place after acceptance and approval of the service entry. This means that any corrections to the service entry are made online on the platform and the usual invoice verification can be omitted.

The invoice only needs to be posted. In the SAP system, this is supported by the transaction “MIRO” (traffic light rating system). The invoice verification process is therefore significantly streamlined.

Credit note

Initiators achieve the highest level of automation if they have agreed a credit memo procedure with their suppliers and service providers. FUTURA creates the basis for this by checking and approving the rendered service BEFORE the invoice is issued.

Strategic procurement

More standardization – more efficiency in procurement

Procurement of capital goods

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


Framework agreement ratio high – costs of maintenance procurement low

Portrait Hartmut Schwadtke
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Hartmut Schwadtke, Managing Director
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