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transition from concur invoicing to sap ariba buying and invoicing

Overcoming Concur Invoicing Challenges: Why SAP Ariba Buying and Invoicing is the Upgrade You Need

By Procurement No Comments

As businesses grow, the tools and systems that once served them well can start to fall short. This is particularly true for companies using Concur Invoicing.

While Concur is a solid solution for managing expenses and travel, many growing enterprises find themselves outgrowing its capabilities, facing rising costs, and encountering new inefficiencies.

In this blog post, we’ll explore the real-world pain points of Concur Invoicing and explain why SAP Ariba Buying and Invoicing is the ideal upgrade for scaling businesses.

The Hidden Costs of Growth with Concur Invoicing

When your company was smaller, Concur Invoicing likely provided an effective solution for managing expenses and travel. However, as your business scales, so do the costs associated with using Concur. This escalation in expenses can become a significant financial burden.

Real-World Scenario: Consider a mid-sized company that initially found Concur to be a cost-effective solution. As they expanded, the increased volume of transactions and the need for more comprehensive invoicing features meant higher costs. What was once an economical choice began to strain their budget, reducing their overall profitability.

Impact:

  • Higher Operational Costs: The pricing structure of Concur Invoicing becomes less favorable as transaction volumes increase.
  • Reduced Profit Margins: Increased costs directly impact the bottom line, limiting funds that could be used for growth and innovation.

Limited Advanced Features for Complex Needs

Concur Invoicing is known for its user-friendly interface and robust travel and expense management capabilities. However, it often falls short in providing the advanced procurement features that growing businesses require.

Real-World Scenario: A company with complex procurement needs might struggle with Concur’s limited functionalities. They may need detailed spend analytics and comprehensive supplier management tools to manage their procurement processes effectively. Without these advanced features, they risk inefficiencies and compliance issues.

Impact:

  • Inefficiencies: Lack of advanced features can lead to manual workarounds and process delays.
  • Compliance Risks: Inadequate procurement management tools can result in non-compliance with internal policies and external regulations.

Integration Challenges Leading to Disjointed Processes

Integrating Concur Invoicing with existing ERP systems can be a significant challenge for growing businesses. This lack of seamless integration often results in disjointed processes, increased manual effort, and potential errors in invoicing.

Real-World Scenario: A company attempting to integrate Concur with their broader ERP systems may face numerous hurdles. Disjointed processes and manual data synchronization efforts can lead to delays and errors, negatively impacting operational efficiency.

Impact:

  • Operational Delays: Manual synchronization processes slow down operations.
  • Data Inaccuracies: Increased risk of errors due to manual data handling.

User Frustrations Hampering Productivity

User experience is crucial for the efficiency of any invoicing system. Many Concur users report frustrations with its interface, especially when managing multiple expenses or handling canceled transactions. These pain points can lead to wasted time and reduced productivity.

Real-World Scenario: Employees using Concur Invoicing often struggle with managing multiple expenses due to the inability to apply the same image to multiple entries. Additionally, handling canceled transactions that have already been paid can be cumbersome and time-consuming.

Impact:

  • Wasted Time: Users spend more time managing expenses, reducing overall productivity.
  • Employee Dissatisfaction: Frustrations with the system can lead to lower morale and higher turnover.

The Solution: SAP Ariba Buying and Invoicing

For businesses looking to overcome these challenges, SAP Ariba Buying and Invoicing offers a comprehensive and scalable solution. Let’s explore how Ariba addresses the pain points of Concur Invoicing and provides a more robust platform for growing enterprises.

Scalable and Cost-Effective

Unlike Concur, SAP Ariba is designed to scale with your business. Whether you’re a small company or a large enterprise, Ariba offers a flexible and cost-effective solution that adapts to your needs.

Key Features:

  • Flexible Pricing: Ariba’s pricing structure is designed to be cost-effective for businesses of all sizes, ensuring that you only pay for what you need.
  • Adaptability: As your business grows, Ariba scales with you, providing the necessary tools and features to support your expanding operations.

Advanced Automation for Efficiency

SAP Ariba excels in providing advanced automation features that streamline the procure-to-pay process, reducing manual errors and boosting productivity.

Key Features:

  • Guided Buying: Helps users make compliant purchasing decisions quickly and easily.
  • Spend Analysis: Provides detailed insights into spending patterns, helping businesses manage costs more effectively.
  • Preconfigured Workflows: Ensures compliance and efficiency with automated approval processes.

Seamless Integration for Smooth Operations

Ariba offers seamless integration with existing ERP systems, ensuring that all your procurement data is synchronized and accurate. This eliminates the disjointed processes and manual synchronization efforts associated with Concur.

Key Features:

  • ERP Integration: Ariba integrates smoothly with your ERP systems, providing a unified platform for all procurement activities.
  • Data Accuracy: Automated data synchronization ensures accuracy and reduces the risk of errors.

User-Friendly Interface Enhancing Productivity

SAP Ariba addresses the common user frustrations seen with Concur, providing an intuitive interface that simplifies procurement tasks and enhances productivity.

Key Features:

  • Intuitive Interface: Easy-to-use platform that reduces the learning curve for new users.
  • Effective Expense Management: Simplifies the process of managing multiple expenses and handling canceled transactions, saving time and reducing frustration.

Make the Switch to SAP Ariba Today

The limitations of Concur Invoicing can hold your business back, especially as you scale. SAP Ariba Buying and Invoicing offers a more comprehensive, scalable, and user-friendly solution that addresses the real-world challenges you face. By making the switch, you can streamline your procurement processes, reduce costs, and enhance productivity.

Contact Us to learn more about how SAP Ariba can support your growth and transform your invoicing and procurement processes. Don’t let Concur’s limitations hinder your success. Upgrade to SAP Ariba Buying and Invoicing and experience the difference.

Procure to Pay Premikati

A Day in the Life in the Procure to Pay Cycle

By Procurement No Comments

Even with advanced solutions available, many businesses still try to make do with their legacy systems – and manual tools –  when managing their procure-to pay process. Even if work is getting done, it is often prone to error, redundant, inefficient, and slow.

It’s really just a matter of time before countless issues arise and cause damage to a company’s procurement strategy, especially in these current economic conditions where companies need to be agile most of all.

So what does the procure-to-pay process entail?

The procure-to-pay workflow is a coordinated set of actions based on the objective of acquiring goods and services at a reasonable cost and in a timely fashion.  It begins with need identification and moves on to invoicing and payments.  There are several steps, and they need to be executed in order.

Invariably, the procure-to-pay process is one component of supply chain management.  Once the required goods or services are obtained, the supply chain department will make sure these goods or services reach the right destinations.  Of course, a day in the life is never ordinary.  Keep reading to learn more.

Market analysis

Most people will research a company’s goods or services before making a purchase.  The same is true for the procurement-to-pay process. The initial step is to perform a market analysis.  The goal is to get the best deal possible. In addition, the company’s budget is met.

Often, a procurement manager will look at how a fluctuating market may affect prices.  Further, they will also review prices from a list of suppliers.  After the comparisons, the procurement manager may send a request for quotation (RFQ) to help make the final decision.

Compliance checks

In the digital era, compliance is one of many areas a company must adhere to based on their industry and location.  There are federal, state, local, and global regulations to follow.  As a result, the procurement manager must ensure all contracts are in compliance with legal mandates.   Moreover, the procurement manager must remain apprised of any legislation updates and revise company policies around procurement-to-pay when needed.

Compare the suppliers

Each supplier has their pros and cons. What’s most important is working with a supplier/s who can meet a majority of the company’s needs.  A supplier usually isn’t signed on to a contract without a careful review.  Plus, the supplier must demonstrate they can deliver the necessary goods and services as needed and that they are of the desired quality.

Get team members on the same page

Planning out schedules for employees is part of the process with the intent of meeting deadlines.  Not to mention, any issues with goods or services need to be addressed immediately.  Sometimes this means holding weekly, or daily, meetings to get the team and suppliers on the same page.

Determine the need

For starters, the initial step is to figure out a valid need and the associated business requirements.  Then, the procurement team starts work on the terms of reference (TOR) and statements of work (SOW).

Create a formal purchase requisition

Once the TOR and SOW are completed, then the procurement team will fill out and submit the requisition form.  The form can vary in procurement whether it be for consignments, purchases, or something else.

Obtain requisition approval

The procurement manager usually approves or rejects a purchase requisition based on whether it meets the need and budgetary guidelines.  Not to mention, incomplete requisitions are automatically rejected.  This is about focusing on best practices to ensure the company saves money without sacrificing on quality.

Complete a purchase order

The purchase order will be based on a negotiation around payment terms, price, and delivery time.  A spot buy may also be executed for unique purchases or unmanaged category buys.  The purchase orders will also come from the purchase requisitions.

Obtain another approval

As you can see, there are many approval procedures to go through during the procure-to-pay process.  The purchase orders are reviewed for accuracy and legitimacy.  Suppliers also have the option to reject, approve, or renegotiate.  Usually, POs are sent electronically – they can be entered right into the supplier’s PO system.  And once a PO is approved, then a legal contract ensues.

Apply a goods receipt

Now is the time to take stock of the goods or services.  Were they delivered on schedule?  Are they of the quality promised by the supplier?  Do they comply with the contract?  There may be other policies in place before creating the goods receipt.  Additionally, the goods receipt can be rejected and the process restarts.

Rate the supplier

It is crucial to have reliable suppliers.  Based on the goods receipt, performance can be assessed.  Again, the procurement team will look for quality, budget, compliance, timely delivery, and several other factors.  Any negative ratings will be stored for future reference.

Approve the invoice

Once a goods receipt is approved, a three-way match between the purchase order, the vendor invoice, and the goods receipt is performed.  If there are no discrepancies found, the invoice is approved and forwarded to the finance team for payment disbursement.  The goods or services are matched against the line items published on the invoice.  In the case of inaccuracies, the invoice is rejected back to the vendor with a reason for rejection.

Send the payment

Once the invoice is approved, it is submitted to the accounting/finance department for approval.  Payments are then sent based on the terms of the agreed-upon contract.  Unquestionably, the payments will be made as one of these types:  Final, advance, partial, installment, holdback. Other stipulations accounted for may occur, for instance, when a supplier offers a discount for payments made 10 days after a goods receipt.

Weekly or monthly responsibilities

Outside of the strict procure-to-pay workflow, procurement managers will consistently review purchase orders and potential suppliers for other needs.  In fact, needs can evolve and demands will change – as we have seen directly during the COVID-19 crisis.  Bid awards will also be created, subject to final approval.  Sometimes, procurement managers may also handle the responsibility of creating bid specifications.

Analyze spend

Again, the procurement-to-pay workflow was designed to get the most cost-effective goods and services possible with the required quality.  Therefore, the procurement manager will continuously monitor spend – searching for any potential areas of concern such as a supplier changing or raising their pricing structure.  Keeping an eye on all purchases helps to conserve resources while meeting the company’s budget initiatives.

Final thought

As you can see, the procure-to-pay process requires a strict adherence to specific actions, guidelines, and regulations.  The workflow is ripe for incremental improvement as the world becomes more digitized.

To ensure value development, and success in a post-pandemic world, innovative companies are transitioning to Procure-to-Pay software as a means for addressing inefficiencies and creating an agile environment.  Are you ready to streamline your entire procurement-to-pay process?

Experience the Premikati difference.

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