Question 1

How do purchase requisitions and approvals work on GEP SMART P2P software?

Accepted Answer

GEP SMART P2P software gives users the flexibility to custom-configure approval workflows. All approvers (serial, parallel and pool) and automatic approvals are decided by a combination of variables. The purchase requisition and approval process can be simplified by allowing low-risk, low-value, catalog-based purchase requisitions to be directly forwarded to pre-approved suppliers, and other purchase requests to be sent to designated personnel.

Question 2

Can I track purchase orders created using GEP SMART?

Accepted Answer

Yes — the GEP SMART procure-to-pay solution features interactive dashboards that allow tracking of open and fulfilled purchase orders at every level, in a single convenient view, regardless of whether purchase requisitions are attached.

Question 3

Does GEP SMART help with invoice management?

Accepted Answer

Yes — GEP SMART can perform multi-way invoice matching, resolving problems that might result in invoice exception. Well before invoices reach accounts payable, GEP SMART runs change-invoice and change-order processes to effectively incorporate changes in pricing or quantity. And since invoice form and composition have no bearing on the process, GEP SMART can handle invoices whether they are submitted without an order, on paper, or via email.

Question 4

Can GEP SMART help with supplier relationship management?

Accepted Answer

Yes — supplier relationship management is a major function of the GEP SMART procurement platform. GEP SMART helps users monitor performance and proactively maintain better relationships with suppliers. Supplier relationship management on GEP SMART features the ability to construct robust governance structures, deploy appropriate supplier engagement models, and participate in an assortment of focused, joint activities. It also gives users the power to define action plans, assign stakeholders and measure results of supplier engagements.

Question 5

I currently have a standalone P2P system. Why should I choose GEP SMART?

Accepted Answer

Standalone P2P tools often fail to efficiently link together all processes of the S2P cycle, impeding collaboration and stifling the workflow. GEP SMART, on the other hand, is much more than a procure-to-pay platform. It is a complete, unified, source-to-pay procurement platform with P2P as an integral part. GEP SMART enables enterprises to streamline and automate their end-to-end S2P process including spend management, sourcing, contract management, supplier management, P2P, savings tracking and much more.

Question 6

Once a purchase order has been created in GEP SMART, how can I change it?

Accepted Answer

Based on the business rules that need to be applied, GEP SMART allows users to easily amend, withdraw or change purchase orders. GEP SMART can be entirely customized to mirror the way your enterprise operates. You can fully incorporate your policies and processes into the software — and GEP’s procurement experts will also help you outline best-practice policies from the ground up.

Question 7

Can anyone with access to GEP SMART prepare or approve purchase requests?

Accepted Answer

GEP SMART gives you the flexibility to control rights and permissions for every user — this means that you can permit or restrict users from preparing or approving purchase requests. In addition, you can custom-configure the requisition approval hierarchy according to your organizational structure and reconfigure it as needed at future points.

Question 8

Can I prepare a requisition to engage an independent vendor to perform services using GEP SMART?

Accepted Answer

Yes, you can create a requisition to engage with independent vendors on GEP SMART and then run it through an approval hierarchy prior to processing. However, the usual best practice is to engage with pre-approved vendors to limit off-contract purchasing. Nonetheless, an ad-hoc request can be competitively sourced for best results, because requisitions can also be “sent for bidding” at any given point.

Question 9

What happens if an approver does not take action on a requisition that has been routed to him/her?

Accepted Answer

If approvers do not approve or reject requisitions within the stipulated time frame, they will receive system-generated reminders. If they do not respond to these alerts, the requestor can either withdraw and cancel the requisition, or resubmit it after selecting a different approver. GEP SMART procure-to-pay software can also be configured to reroute approvals to other members of that approval pool.

Question 10

Can I customize the P2P workflow?

Accepted Answer

Yes. Workflows on GEP SMART procure-to-pay software can be customized as hierarchical, parallel or pool.  This is similar to the way approvals can be configured depending on value, category, geography and business unit. These workflows can then be applied to purchase requisitions and/or purchase orders, and can vary depending on the best fit for the enterprise.

Question 11

Does GEP SMART support personal profiling?

Accepted Answer

Yes. GEP SMART procure-to-pay software includes comprehensive user roles, which means that the software understands who you are, automates approvals, and populates requisitions and orders with accounting and other codes without any manual intervention.

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