How ECM can enhance eProcurement

In today’s article we’re covering eProcurement - what it is, why it’s important, and how ECM can enhance it.

What is eProcurement?

eProcurement - or electronic procurement to give it its full name - is the process of purchasing goods and services using digital technology (mainly via the internet or software).

By using digital tech to manage the various stages of the procurement process, for example in sourcing, tendering, supplier management and all the way up to contract management, you’re able to streamline the procurement process, reduce costs, increase efficiency, and improve transparency and accountability.

eProcurement systems are often used alongside or within an enterprise content management system.

ECM is an incredibly important component of digital transformation by modernizing business processes and improving the customer experience - and also the experiences of an entire organization.

Challenges of eProcurement

The complexities of procurement processes are wide - with multiple systems and platforms across many even departments, the need for a centralized hub becomes apparent.

Multiple teams, multiple points of failure?

While purchasing teams naturally are likely to use eProcurement systems the most, finance teams may also use eProcurement systems to track budgets, and operations teams may use them to track inventory.

With multiple teams using eProcurement systems, there is the potential for data quality issues arising, and communication can become complex.

Security issues

eProcurement systems should integrate with existing systems so as to avoid potential data security issues - with potentially sensitive data being held, they need to be secure and prevent unauthorized access.

There can be security concerns around sharing data with third-party vendors, so choosing an eProcurement solution that is trusted and secure is paramount.

How ECM can enhance eProcurement

Now onto ECM. How can ECM enhance eProcurement? Let’s break it down.

Centralized document management

An enterprise content management system - such as Doxis ECM -  can store all procurement-related documents, such as purchase orders, invoices, contracts, and vendor information in a single location.

Having everything in one system eliminates the need to manage multiple documents in different systems, and also saves time.

Workflow automation

An ECM can automate procurement workflows, from the creation of purchase orders  and order confirmations to the approval of invoices. This reduces manual processing time, eliminates errors, and speeds up the procurement process.

Integration with ERP and other systems

By integrating with ERP and other systems, organizations can ensure that consistent information is shared, creating a single source of truth.

Robust security and compliance features

ECM systems can provide secure document management, as all documents are stored in a central location and access is controlled. This can help prevent documents from being lost or stolen and ensure that only authorized users have access to them.

Most ECM systems will also have both access and version control for even more robust security.

Benefits of using ECM for eProcurement

As we’ve covered in today’s article, there are many wide reaching benefits of using an enterprise content management system for eProcurement.

By opting to use an ECM for eProcurement, an organization is always going to see improved efficiency and cost savings, witness a streamlined, risk-reduced procurement process, and even see an enhancement in collaboration and communication among stakeholders.

Sounds good, right? Learn more about ECM. 

Frequently asked questions about eProcurement