SUPPLIER CONTRACT MANAGEMENT
The Qmuzik business solution provides comprehensive tools to
register suppliers and to maintain related Supplier details and
catalogues. This incorporates the process of qualifying
suppliers via pre-defined measurement and performance
criteria and analysis tools to aid the process and the
subsequent rating, ranking and qualification of your
suppliers.
The solution also provides for electronic requisitioning of
goods and services, with electronic workflow for expense
approval and budget checking. The functionality allows for
very dynamic and flexible rules regarding the E-mandate for
procurement of goods and services. Predefined set-up
governs the type of procurement activities allowed, the
departments and/or employees allowed to perform call-offs
against the E-mandate, time constraints as well as limitations
for auto-approval amounts, stop- and warn limits and
electronic mail notifications.
The above requisitioning process seamlessly interfaces with
the procurement and contract management processes in
the system. This includes RFQ features, the application of
supplier catalogues with time-based pricing, freight-,
discount- and settlement terms and the management of
related contracts. Contract actions and status can be
captured and a full audit trail of all procurement activities is
provided with on-line workbenches to view and analyse
purchasing history, delivery performance and open- or
overdue purchase orders by buyer, commodity, supplier,
and project or numerous other filters and options.
Supplier Details – Capture and maintain the supplier master
records. This includes defaults and rules for discount, freight
terms, settlement terms and preferred settlement metods
and supplier banking details. Also included are address
details, tax and registration numbers, listing of contact
persons with contact details, supplier EDI data (website and
other details), real-time accounts payable, ageing analysis
and drill-down and supplier status, qualification details,
performance indicators and ratings.
Settings are also provided that govern whether accounts
payable invoices require beneficiary approval prior to
releasing invoices for settlement by the Creditors
department.
Supplier Catalogues - Supplier catalogues can be defined
for stocked items, non-stocked items and services and
provides for a cross-reference between your parts and those
of the supplier.
The functionality allows for sourcing of items in multiple units
of measure, with time-based pricing, terms, conditions, leadtimes, lot size rules and a breakdown of additional cost for
taxes, freight and insurance.
Catalogues can be viewed by part or by supplier.
SUPPLIER CATALOGUE (Linked items)
Qmuzik Technologies (Pty) Ltd l Trentbridge Office Park l
c/o Von Willich Ave & Leonie St l Centurion l
Tel: 012 640 3500 l Fax: 012 640 3511 l info@qmuzik.com l www.qmuzik.com
2014 supplier contract management.docx
Page 1 of 3
SUPPLIER CONTRACT MANAGEMENT
SUPPLIER CATALOGUE
E-MANDATE REQUISITIONING
(Settings and rules)
Electronic mandate and Requisitioning –
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Dynamic and flexible rules regarding the E-mandate for
procurement of goods and services;
Allocation
of
cost
to
departmental
budget
entities/accounts or project budgets at material resource
level;
Predefined set-up for the type of procurement activities
allowed, the departments, projects and/or specific
employees allowed to perform call-offs against the Emandate;
Time constraints and limitations for auto-approval
amounts, stop- and warn limits and electronic mail
notifications
to
E-mandate
coordinator
or
account/project managers;
Electronic workflow for automated or manual expense
approval with incorporated budget checking and
adherence to predefined rules, constraints and
authorisation limits.
E-MANDATE REQUISITIONING
(Amounts and account allocation)
E-MANDATE REQUISITIONING (Linked commitments)
Contracting - The requisitioning process seamlessly
interfaces
with
the
procurement
and
contract
management processes in the system. Contracting can
be preceded by the RFQ process. Contract actions can
be predefined and scheduled for a number of userdefined steps prior to contractual commitment and during
the contract life cycle.
These may include (but are not limited to):
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the quotation steps;
legal department review;
budget approval;
management committee approval;
defining of technical requirements;
obtaining of pre-contract demonstrations or samples,
order placement;
expediting actions and quality audits related to
contractual terms and conditions.
For these time-based actions, electronic notifications are
sent by the system and alerts can be sent for overdue
actions. Actions can also be defined for sequenced,
interval- or date-based contract reviews, performance
measurement and re-qualification actions and/or actions
in participation in supplier education/development
programs.
Qmuzik Technologies (Pty) Ltd l Trentbridge Office Park l
c/o Von Willich Ave & Leonie St l Centurion l
Tel: 012 640 3500 l Fax: 012 640 3511 l info@qmuzik.com l www.qmuzik.com
2014 supplier contract management.docx
Page 2 of 3
SUPPLIER CONTRACT MANAGEMENT
A detailed audit trail of all history of procurement activities
is provided. This includes a detailed history of all supplier
receipts and returns as well as contract – and purchase
order change/revision history.
For Suppliers and/or specific contracts, key performance
indicators (KPI’s) can be defined. A number of reports can
extract data to aid in the analysis of performance and the
subsequent rating and ranking of a supplier.
SUPPLIER CONTRACTS PREDEFINED ACTIONS
Buyer and Account manager Workbench - A powerful,
one-stop and real-time workbench allowing users to
browse and analyse open and historical purchasing
activities. A multitude of view options and filters are
provided to extract the data by supplier, buyer, project,
account, commodity and status. The results can be
exported to MS Word or Excel and can be mailed to
suppliers for expediting and confirmation of delivery
commitments.
WORK BENCH FOR PURCHASING ANALYSIS
SUPPLIER CONTRACTS MASTER
External Object Management –
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Allows for the electronic linking and viewing of contract
documents;
technical and legal requirements;
drawings or specifications;
marking and pack instructions;
quality release certificates and inspection reports or any
other images or documentation to describe and support
the contract /purchase order details and history.
Qmuzik Technologies (Pty) Ltd l Trentbridge Office Park l
c/o Von Willich Ave & Leonie St l Centurion l
Tel: 012 640 3500 l Fax: 012 640 3511 l info@qmuzik.com l www.qmuzik.com
2014 supplier contract management.docx
Page 3 of 3