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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.

Premikati Procurement Software

Picking the Right Technology Partner

By Procurement No Comments

Not all technology partners are created equal. The best run companies attract and retain top-notch talent and the on-staff management team knows how to see a project through to success. Lesser companies simply want to cash checks.

By following the eight considerations when selecting a partner below, however, you’ll greatly increase your chances of finding a high-quality technology partner that can deliver.

1. What needs to be done?

First, make sure you understand your project. Many companies and executives have a vague idea of what they are looking for. However, you want more certainty when writing an RFP and reviewing potential partners. Breakdown as many details, features, and functionalities as possible. Consider the user journey, integrations, and future needs as well. Make sure you include all of the above in your RFP. Loop in your on-staff technology and software experts to source their feedback.

2. Put forward a clear and comprehensive RFP

For many companies, the journey to finding an excellent technology partner starts with the Request-for-Proposal (RFP). This document outlines what you need and who you are as a company. You want to provide enough details to give companies a clear sense of the project and scope without bogging potential partners down with unnecessary or redundant information.

3. Price is just one factor

Price is an important consideration but one of many. Make sure you examine other aspects and ensure that no matter the price you pay, you’re getting a good value. Also, make sure you know the “true cost.” Some vendors quote a given price but end up going well over budget, and you may have to pick up the tab. Others tack on costs, like implementation and support. Understand the total costs of the project before signing anything.

4. Deadlines and timelines

Ask the business for a reasonable estimate of the timeline. Don’t simply take their word for it, however, and also ask about projects in similar scope and how long they took to complete it. Further, inquire about projects that went over initial timelines and what happened. What caused the delays and how did they resolve it? Remember, however, quality is often more important than speed. A hasty project may result in poor software that you have to grapple with for years.

5. Ensure that potential vendors are transparent

You want to work with vendors who are honest about their resources, time management, and capacities. Additionally, ask for a clear roadmap with deliverables and goals that the partner feels is reasonable. On your end, the roadmap should be clear and easy to decipher.

6. Review customer testimonies

Great partners can usually offer a lot of testimonies. Past clients, employers, and partners can vouch for their skill and success. Ask for a portfolio and a list of past clients you can contact. When you contact clients, dig deep and inquire about short-comings, hiccups, and more.

7. Check for a warranty or guarantee

Great companies often stand behind their products as a point of pride. It’s a good sign if a company offers extensive warranties, guarantees, or other assurances. On the other hand, if a company offers no guarantee, be wary.

8. Look for social good

This is about converging profit and purpose. At Premikati, we believe every business should be engaged in creating social value. Do we believe we can accomplish both our business goals while empowering society’s goals? The answer is yes, and this is one of the reasons why we partner with SAP.

Invariably, every industry must decide whether to put values over profit. As a female-owned business, Premikati wants to add values and ideals to every choice we make to ensure socially responsible decisions. As the saying goes, “Birds of a feather, flock together.” SAP continues to make a commitment in service of local and global communities. SAP believes every individual brings a unique set of skills, talents, and experiences to induce a truly dynamic workforce. In fact, they have pioneered the effort to promote neurodiversity in the workplace by starting their Autism in the Workplace program in 2013. This program has had major success in hiring employees on the autism spectrum, with a 90% retention rate, to help ensure a much more inclusive workplace for all.

Moreover, SAP supports communities in many ways by contributing to a wide variety of organizations, by supporting employee volunteerism throughout the year, and by partnering with non-governmental organizations (NGOs). For instance, SAP offers a “Dollars for Doers” program with matching gift grants, dollar for dollar, for active employee volunteers to the organization of their choice.

Take-Away: Diligent effort now can prevent future mistakes

There’s no way to guarantee that you’ll find the perfect technology partner. Still, by considering all of the above, you can greatly increase your chances of success. Choosing the right partner is a vital step to ensuring a good project outcome, so take your time, examine things closely, and find the partner who aligns with your values and objectives.

SAP Ariba SNAP! FAQs

SAP Ariba Snap Frequently Asked Questions

By Procurement No Comments

As one of only eight companies in North America that have the ability to implement SAP Ariba Snap solution that is targeted at mid-market companies, we at PREMIKATI have compiled a list of frequently asked questions and their answers to help you decide if your organization is ready to take the next steps into solving your procurement obstacles and meeting your business objectives.


Overview and Key Differentiators:

What exactly is SAP Ariba Snap and how does it differ from standard SAP Ariba?

Snap is an implementation of SAP Ariba Buying and Invoicing and encompasses the critical elements of a procurement foundation at a minimum of complexity.

What is the process of implementation?

PREMIKATI is able to take your business live with SAP Ariba Snap in under 12 weeks. You will get best practices on Day 1 out-of-the-box which can be adjusted during implementation and over time.  In order to maximize the return on investment, we recommend that SAP Ariba’s Spot Buy marketplace be turned on immediately.  We want you to be transacting in 2 weeks or less!

(See more about the incredible SAP Ariba Spot Buy Marketplace!)

Supplier enablement of the initially targeted suppliers are performed by Premikati.  This is a critical aspect of the successful implementation and has been fully integrated into the implementation process.  We train your team so you can be self-sufficient as you add suppliers over time.


Spot Buy:

Does the SAP Ariba Spot Buy Marketplace come with SAP Ariba Snap?

Yes, Spot Buy is included and can be ready for transacting early in the implementation process.

One great thing about Spot Buy is that you can control content by commodity. For example, the administrator has the ability to toggle on and toggle off what content your users are allowed to see.  In addition, approval workflows and cost center information can be added to any purchase.  These are unique value props to Ariba Marketplace. You choose the content for your users, no matter the number or location – a feature that NO competitor has.

Do users in countries such as Brazil, Argentina, Mexico, UK, Germany, and Australia have access to Spot Buy content immediately or is that limited to the US only?

The marketplace is growing fast! SAP Ariba Snap has up to 60 million SKU`s from sustainable, and vetted suppliers. It is available for users in US, Canada, UK, and Germany today.  Mercateo is the marketplace provider for EMEA.  Recently, SAP Ariba signed agreements with Mercado Libre that will make the marketplace available in Latin America.


Guided Buying:

Does Guided Buying come with SAP Ariba Snap, and if so, can you configure other categories to the guided buying landing page?

Yes, Guided Buying is included. While you can easily add additional categories that are specific for your business, with Snap you get pre-built categories with content and forms for:

  • IT & IT Services
  • Office Supplies
  • Advertising & Printing
  • Marketing Services
  • Financial Services
  • Legal & HR Services
  • Facilities / Maintenance
  • Travel

(See more about SAP Ariba’s Guided Buying)
 


Technical:

How do approval processes work? What do they look like?

You will receive SAP Ariba’s best practice approval workflow out-of-the box. You can approve via the application, via email, or by mobile device.  Approval workflows have tons of flexibility. There are parallel approvals to accelerate process. There is a concept of a watcher, and user approval groups.  Out of the box approvals include role, dollar value, special situation. This helps to minimize the need to build customizations.

How does Ariba & ERP’s integrate? Is there a standard set of integration scenarios for each process within Procure-to-Pay that no special development is needed if SAP best practices are followed?

Perhaps the most valuable aspect of Snap is the pre-determined flows, processes, and approvals out of the box. The structure is both robust and complete, essentially eliminating the need for customized integration. There are few instances where the custom integration justifies both the up front and ongoing maintenance costs.  With SAP software, there are 170 native integration points. The number of integrations is 8x of any competitor and covers the entire Source-to-Settle process.

Does this apply to non-SAP customers as well?

Yes. Ariba Snap is ERP Agnostic and will deploy in <12 weeks. 42% of Ariba customers are non-SAP.

Essentially all ERP systems can now be integrated to Ariba.

Are analytics provided? If so, how is reporting presented and managed?

Yes, analytics are provided which are focused on the P2P lifecycle.  As part of Snap, SAP Ariba has provided end to end capabilities to support the entire procure to pay process.  All of the basics are reported on (approvals, spend by categories, invoices exceptions, accruals, etc.) It is possible to set it up to have a weekly report sent to your stakeholders directly from the tool, or you may download in Excel.  Additionally, any data element captured can be reported with an unlimited number of customized reports that your team can create easily.

 


Upgrades:

If our company outgrows SAP Ariba Snap, do we have to redeploy/repurchase SAP Ariba?

Absolutely not!  SAP Ariba Snap is the same full Buying and Invoicing solution deployed at Large Enterprise customers but the focus is on the features and functionality that are critical to growing businesses and deploy only those features.  If you need additional features in the future, these are already included in your license and you can toggle them on at any time.

The beauty of SAP Ariba Snap is that it is a solution that is built to grow in complexity as your business matures. With implementation, we start with the key foundations that will give you the fastest time to value in key spend categories.  Once the foundation is set you can add those features and functionalities that best meet your needs while minimizing cost and operational risk.

What does SAP Ariba Snap cost?  Is the price determined by Spend Volume? by PO? Or transactions? Or connections?

Pricing is done by volume of Spend and the of the number of documents (PO and Invoices per year). Unlimited users are allowed so everybody in your company to have flexibility to access the tool without additional cost.

  


My Suppliers:

What is the process for suppliers to join the Ariba Network?

Suppliers can join the network at discovery.ariba.com but they are also invited to the Ariba Network from the buyer in their Ariba site. This can be done as an invitation or when a PO is sent to supplier prompting the invitation. Suppliers are considered customers too. SAP Ariba has used many UX principles to dramatically ease supplier interaction on the network.

What are the fees for Suppliers with SAP Ariba Snap?

Your suppliers can transact for free on the Ariba Network. They have the ability to send PO`s, Invoices, Order Confirmations, Ship Notices, and more. (Learn more about Light Enablement from SAP Ariba) 

Why should we buy SAP Ariba instead of a competitor’s product? Here are a few highlights:

  • Fast time to value (<12 weeks)
  • Best practices built in
  • Access to Spot Buy marketplace (content engine) that you control by commodity
  • UPGRADE Path without having to “upgrade”!!!
  • Local Resources – local language support and real-delivery expertise
  • Integration is simple and easy
  • Commercial flexibility i.e. Unlimited users and low subscription price
  • Suppliers can transact for free on the Ariba Network via Light Enablement

 


About PREMIKATI

Founded in 2009, PREMIKATI is a WBENC certified woman-owned Supply Chain Business Process Outsourcing (BPO) firm, providing cost savings and financial, contractual and supplier risk mitigation services to purchasing organizations for mid and large enterprises while leveraging best-in-class purchasing processes and technology.

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