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ISS reduces the risk of corruption by increasing transparency, removing red tape and streamlining processes, supporting the advancement of procurement from a compliance-driven function to one that adds business value.
ISS comprises 11 modules, underpinned by a Reporting module. These facilitate all aspects of Procurement, with a specific focus on sourcing, and can operate in standalone mode or as a collective solution. The modules are as follows:
The Contract Management module facilitates the complete contract amendment cycle. It introduces a disciplined approach by automating the contract management process, especially after contract award. The module caters for automated price increases linked to user-definable indices and exchange rates, and allows for percentage-based increases to be applied to existing contracts. Contract reminders with email notifications ensure that the relevant parties are notified of important activities when they occur.
In addition to listing item and service descriptions, units of measure, dimensions, commodity classification and other pertinent information, the Item Master completes and complements system functionality and processes such as Product Catalogues. As part of the system’s standard navigation functionality, users have the capability to sort, filter and print result sets and report from within the Item Master.
Once a purchase requisition has been created, the purchase order can be transferred into the client’s financial system to conclude the purchasing process. The Purchase Module comprises four submodules:
Purchase Order Management – offers status driven transactions, consolidated reporting on spend patterns, and the ability to change prices at order stage or cancel lines on orders, to name a few. This submodule allows for tight control over negotiated pricing and reduces the time spent on administration.
Goods and Services Receiving & Returning – enables suppliers to capture delivery notes, including an anticipated delivery date, following electronic receipt of purchase orders. On receipt of the goods/services, the client has the option of capturing the actual receipt date, confirming or rejecting the quantity received, and approving the GRN. On approval, the GRN is updated to reflect the latest receipt information and submitted to the supplier.
Invoices & Credit Notes – allows suppliers to capture invoice information on confirmation of the receipt of goods/services. Matching between purchase orders, goods received/returned and invoicing is automated and performed interactively. Only approved invoices are posted into the accounting system. Original invoices can be scanned and kept with electronic capturing for auditing purposes. The module includes an acceptance of invoice function that reduces invoicing errors, and credit note functionality for where disagreements on invoicing occur.
Payment Scheduling & Runs – this submodule allows for interface payment advice to ERP/Financial System Goods Receiving capture facility. Payment of invoices requires an interface with the client’s financial system, and can be scheduled to run according to the client’s business requirements, i.e. daily/weekly/monthly, etc.
The Quotations module enables full deployment of the necessary policy and procurement guidelines. All suppliers can be made available to the Quotation process from the Supplier Management process, defined by their status, commodity and location-based rotation. Full management information and reporting is available in this category of sourcing, facilitating periodic reviews on commodity categories, determining spend patterns etc. Based on this, companies and departments can move high spend categories onto contract for better price negotiations.
The workflow allows for requisitions to be approved or rejected only by delegated authorisers. On approval, the system automatically channels the requisition to the appropriate module. The Requisitions module accommodates requisitions for stock and purchase orders, emergency and service requisitions, as well as requests for bids and quotes from suppliers. Compliance in terms of policy and regulations can be enforced via client configuration requirements, thereby establishing a standard that applies to all procurement and end-user role players.
The module automatically appends the evaluation criteria and ‘proposed’ suppliers to the RFx process. Features include status driven transactions, integrated MIS reporting and awareness, spend reporting, reports on workload, status reports on bids in progress, and more. Receiving and evaluation of supplier responses is automated, along with contract creation, reducing administration time and increasing efficiency. Sourcing cycles are shortened, supplier interaction is controlled and fair, and the knowledge of experts is captured on the system and available for future use.
Suppliers can respond to bids/quotes, update their details, and communicate with the buying organisation via the business-to-business facilitation portal. With authentication, secure access and encrypted electronic data capture, sensitive information is always protected.
ISS supports a range of electronic options for accessing and interacting with essential functions, such as supplier registration, questionnaires, bids and quotations, and contract management (including online amendments). The suite’s supply purchase order management functionality allows organisations to manage all their supplier interactions in one convenient place.
This fully customisable module assures maximum visibility and control over inventory items, including batch items. It enables flexible picking for multiple customers over multiple warehouses/storage areas in a single pick run or wave, and manages packing and shipping, ensuring full traceability from requisition to delivery and confirmation of receipt.
The Stores and Warehouse Management module is integrated with several other ISS modules and can be customised to interface to customer specific modules. It consists of three submodules that can be configured to meet user requirements:
Process Administration includes the setup of the warehouse, storage areas and the creation and configuration of relevant information. This submodule also allows warehouse policies relating to the stock management and replenishment to be defined.
Process Management facilitates the management of transactional data and is divided into Inbound, Outbound, Replenishment and Stock Administration. It allows for stock to be replenished according to predefined policies, for the receipting of stock based on purchase orders from external sources, the return of stock from clients, management of demander requisitions, pick, pack and dispatch of items and the receipt of direct deliveries on behalf of the warehouse.
The Stock Take submodule supports two types of stock takes: location stock takes, which focus on a specific location or item, and full stock takes, which include all locations and items, supporting end of financial year activities and providing a full overview of the year’s activities. The system is aligned with the physical stock levels counted during the stock take.
The module includes a Supplier Database maintenance function, Supplier Self-Service capability, and Supplier Relationship Management features. Notifications can be set for automated reminders regarding strategic or administrative objectives. Organisations can publish questionnaires to obtain additional information from potential suppliers, who can respond via the Supplier Portal. If one or more contracts are awarded to an approved supplier, price addendums and contract amendments are communicated automatically via the Supplier Portal. The supplier can respond electronically, as well as receive purchase orders and submit invoices and dispatch notes directly via the Supplier Portal.
The module enables organisations to gather user requirements and assign the correct procurement method to fulfil them. Procurement practitioners
and/or consumers can collaborate for better planning and management of activities throughout the procurement lifecycle, allowing for effective oversight on high volume procurement.
The Demand Management module interfaces with ISS Sourcing modules for consolidated strategic buying that improves economies of scale. It helps organisations to respond better to client needs, advances efficient financial planning and the effective management of budgets and expenditure trends, and results in reduced adverse audit findings.
The Buysite enables users to procure goods and services without having to liaise directly with suppliers, or obtain quotations from three different suppliers. Contracts are for a specific term and are accessible to all approved end users.
Users have the ability to generate requisitions and purchase orders based on baskets created from the site, and to track the status of their purchases. Full audit trails are available for accountability.
Management Reports are a foundational element of ISS and provide added value to the application’s existing reports. Along with standard screen and paper-based reports, the system offers tools for additional reporting. The open platform database also allows for the creation of customised reports, by either the organisation or Intenda, using report writer tools.
Out-of-the-box reporting includes a variety of reports for suppliers, sourcing and contract management. These are aimed at different seniority levels, including EXCO, managerial and operational levels.
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