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Energy Company Implements Vendor Portal for Enhanced Collaboration
A Canadian subsidiary of one of the world's largest energy companies, specializing in oil sands development and production.
Implemented a vendor portal that enhanced the collaboration that they had with their vendors specifically as it related to their purchase orders, submission of field tickets and make sure that information was correctly input and supported scenarios where they had unknown account assignment and then the submission and review of the invoices as well.
- 01 Project Information
- 02 The Challenge
- 03 The Solution
- 04 The Results
- 05 What's Next?
PROJECT INFORMATION
A subsidiary of a major oil and gas company initially explored using OpenInvoice for its procurement requirements. Upon engagement with us, we proposed our Procurement Gateway solution, which offered enhanced features and facilitated greater collaboration with users. This solution was essential for the subsidiary to streamline operations, particularly in reducing overhead associated with obtaining purchase order confirmations from their vendor community. It ensured seamless integration of confirmations directly into their system and enabled accurate capture of services, expediting payment processing for timely disbursements.
The implementation of Procurement Gateway also addressed the challenge of field ticket management, allowing for the direct and accurate entry of information. This support extended to the submission of service entry sheets, eliminating the need for manual assignment of field tickets. Submissions triggered workflows that facilitated swift procurement of field tickets, expediting the invoicing process. Moreover, the solution empowered the subsidiary's vendors with the capability to submit and manage invoices efficiently, offering them a competitive advantage through enhanced visibility and submission capabilities.
The Challenge
The Oil & Gas company explored various options, including OpenInvoice, to address their procurement needs. However, they encountered complexities and sought a more efficient solution to streamline their processes. The introduction of Procurement Gateway presented unique advantages, offering prepackaged solutions that facilitated a quicker path to deployment within their environment.
Notably, the solution brought expertise in leveraging SAP Work Zone for BTP, enabling seamless integration within their existing SAP infrastructure without the need for external integrations. Additionally, Procurement Gateway provided comprehensive support for authentication processes, ensuring secure access for vendors while leveraging existing authentication methods, thus enhancing overall system security and efficiency.
The Solution
In the end, the company opted to deploy the ConvergentIS Procurement Gateway solution, formerly known as Rapid Vendor Portal. This comprehensive solution encompassed key functionalities such as Purchase Order Confirmations, Field Tickets (or Service Entry Sheets), and the ability to Submit and Manage Invoices.
Moreover, our services extended to implementing a tailored workflow for the expeditious review and approval of submitted field tickets, ensuring seamless integration and efficiency across their procurement processes.
The Results
In the aftermath of the case study, significant achievements were noted in vendor onboarding, with approximately 190 vendors, constituting 90% of their vendor base, successfully brought onboard. This initiative contributed to enhanced collaboration and efficiency within the procurement process. Moreover, there was a substantial increase in the number of field tickets processed each month, with over 500 Service Entry Sheets (SESs) being handled on a monthly basis. This surge in processing capacity underscores the effectiveness of the implemented solutions in streamlining operations and managing service requests more effectively.
Furthermore, the Procurement Gateway solution demonstrated remarkable efficacy in processing SESs, with at least 95% of all entries processed through the solution. This high adoption rate coupled with a 99% success rate in workflow execution highlights the reliability and functionality of the solution in optimizing procurement workflows
What's Next?
Our client's satisfaction with Procurement Gateway has led them to seek additional features to enhance their operations further. They are now interested in expanding the Invoicing functionality to include capabilities such as creating invoices without purchase orders (Non-PO Invoice), considering downpayments when generating invoices, incorporating holdback amounts, and managing withholding taxes within the invoicing process.
Why ConvergentIS?
Our team comes from a variety of different operational backgrounds, meaning we understand how people work. We recognize SAP S/4HANA as an out-of-the-box solution that has successfully solved business problems across several industries. But we realize some work processes are still challenging to learn with so many capabilities available in SAP.
Leveraging the SAP design methodology, we have co-innovated with organizations to build solutions that match the way they work. Since many teams face the same problems, we packaged them and made them available as an out-of-the-box application. This means your business still receives many of the benefits of a tailored application without the cost of a custom solution.
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