COINS-etc
eCommerce Platform
COINS-etc
..... working closely with contractors and their
supply chain partners, to improve the effectiveness
of information flow through the supply chain .....
..... improving process efficiency, with the focus on:
reducing effort and cost, and
improving transaction accuracy and
timeliness .....
COINS-etc eCommerce Platform
Processes
(1)
Improving the Plant Hire Order process
a) eCatalogue orders
b) eOpen orders
Plant Hire
eCatalogue based procurement
Improving the quality of the Plant
Hire Order process
to reduce plant hire queries,
substantially improve invoice clearance rates, and
reduce overdue payments and bad debt
eCatalogue based procurement
The drivers for process improvement
(1)
(2)
(3)
(4)
(5)
(6)
(7)
For contractors; plant hire invoices are notoriously difficult to check
and approve against the original PO, mainly because the original
PO is likely to be inaccurate, incomplete or out-of-date
Therefore it is unlikely that plant hire invoices will be approved first
time without referring back to the site for approval
This leads to delays and large numbers of plant hire invoices being
put on ‘Hold’ while the site queries are dealt with
Plant hire invoices reoccur monthly, with the likelihood that each
month the same queries are raised again, with the same site
approval being sought
For suppliers; unless there is an efficient ‘query management’
system in place, plant hire payments will be delayed and regularly
disputed
Resolving plant hire issues is a costly and time consuming task that
adds no value to the provision of plant hire services
Delayed payments and bad debt leads to higher debt financing
charges
eCatalogue based procurement
Process objectives
(1)
(2)
(3)
(4)
(5)
(6)
Simplify, de-skill and improve the Plant Hire ordering
process
Improve PO accuracy
Remove process cost throughout the supply chain
Improve the efficiency of the Hire Contract production
process
Improve the plant ‘requisition-to-delivery‘ cycle time
Provide 100% alignment of the Hire Contract details with
the PO details, to:
a) Reduce plant hire invoice queries
b) Improve invoice first-time match and clearance rates
c) Reduce delayed payments and bad debt
eCatalogue based procurement
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Plant Hire company Call Centre
Plant Hire
eCatalogue
Requisition
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
Raise the PO
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
COINSetc eTrading Hub
Raise Plant
Requisition
Rejected eOrder
Confirmations
R
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Source Plant
Items
Plant Details
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Finalise Sales
Order/Hire
Contract
Plant delivery
notification
eOrder
Confirmation details
Automatically
Compare
eOrder
Confirmation
to PO details
Match OK
Update COINS
PO status to
'Confirmed'
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
Plant Hir e com pany
Plant Hire
company Depot
Network
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant
Delivered
Plant delivery
fulfilled
End
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
eCatalogue based procurement
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc eTrading Hub
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
4
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Matching Hire Contract
details to the PO
Match OK
Update COINS
PO status to
'Confirmed'
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
Contr actor
Pr ocur em ent
Plant Hir e com pany
3
Plant Details
Finalise Sales
Order/Hire
Contract
Plant delivery
notification
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
End
Contr actor
Site / Pr oject
Amended
Sales
Order/Hire
Contract
eOrder
Confirmation details
Automatically
Compare
eOrder
Confirmation
to PO details
Process
Ownership
Amend Sales
Order/Hire
Contract
Source Plant
Items
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Raising the Hire
Contract
2
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
Raise the PO
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Rejected eOrder
Confirmations
R
Plant Hire
eCatalogue
Requisition
Plant Hire
company Depot
Network
Plant Hire company Call Centre
Requisitioning and
raising the PO
1
Raise Plant
Requisition
COINSetc
Contractors Procurement
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Arrange
Plant
Delivery
Delivering the plant
hire items
Delivery
Ticket/Note
Plant
Delivered
Plant delivery
fulfilled
End
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
Requisitioning and Raising the PO
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
Plant Hire company Call Centre
Requisition
2
COINSetc eTrading Hub
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
4
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
Raise the PO
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Update COINS
PO status to
'Confirmed'
Plant Details
Plant Hir e com pany
Finalise Sales
Order/Hire
Contract
Plant delivery
notification
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
Site personnel create a Plant
requisition and sends
(emails/faxes) the requisition
to the procurement function.
Procurement personnel
process the requisition,
3
raising a COINS PO and
selecting the required plant
hire line items (description,
product code details, rates,
etc.) from the COINSetc
hosted web catalogue of the
Plant Hire company’s
equipment. End
Arrange
Plant
Delivery
Delivery
Ticket/Note
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
End
Contr actor
Pr ocur em ent
Amended
Sales
Order/Hire
Contract
eOrder
Confirmation details
Match OK
Contr actor
Site / Pr oject
Amend Sales
Order/Hire
Contract
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Plant Hire
company Depot
Network
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Source Plant
Items
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
Automatically
Compare
eOrder
Confirmation
to PO details
Process
Ownership
Rejected eOrder
Confirmations
R
Plant Hire
eCatalogue
1
Raise Plant
Requisition
COINSetc
Contractors Procurement
Plant
Delivered
Plant delivery
fulfilled
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
The Plant Hire PO (status
unconfirmed) is committed
on COINS and a XML ePO is
transmitted to the Plant Hire
company.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
Raising the Hire Contract
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Plant Hire company Call Centre
Plant Hire
eCatalogue
The Plant Hire company
1 XML ePO and
receives the
use the PO details to
automatically populate their
Plant Hire Sales Order/Hire
Contract.
Requisition
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Raise the PO
2
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
The Plant Hire company Call
Centre personnel check the
order details, locate the
4 within their
plant items from
depot network, and
complete the order details.
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
COINSetc eTrading Hub
Raise Plant
Requisition
Rejected eOrder
Confirmations
R
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Source Plant
Items
Finalise Sales
Order/Hire
Contract
Plant delivery
notification
eOrder
Confirmation details
Automatically
Compare
eOrder
Confirmation
to PO details
Does NOT
Match
Match OK
When the Sales order/Hire
Contract is complete, the Call
Centre back-office
application will automatically
End
create
the XML eOrder
Contr actor
Site / Pr oject
Confirmation message and
Contr actor
transmit
Pr ocur em ent it to the contractor.
Update COINS
PO status to
'Confirmed'
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
Process
Ownership
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Plant Hir e com pany
3
Plant Details
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Plant Hire
company Depot
Network
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant
Delivered
Plant delivery
fulfilled
End
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
Delivering the Plant items
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
Raise Plant
Requisition
Requisition
Rejected eOrder
Confirmations
R
Plant Hire
eCatalogue
2
The Plant Hire company
depot network delivers plant
items to site and provides
delivery ticket/note.
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Plant Hire company Call Centre
Raise the PO
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
Site personnel sign the Plant
Hire company's copy of the
4 proof of
delivery note as
delivery (POD).
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
COINSetc eTrading Hub
1
COINSetc
Contractors Procurement
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Source Plant
Items
Finalise Sales
Order/Hire
Contract
Plant delivery
notification
eOrder
Confirmation details
Automatically
Compare
eOrder
Confirmation
to PO details
Does NOT
Match
The signed proof of delivery
(POD) will be available
through the Plant Hire
company's Customer Portal
(website services). End
Match OK
Update COINS
PO status to
'Confirmed'
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
Plant Hir e com pany
3
Plant Details
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Plant Hire
company Depot
Network
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant
Delivered
Plant delivery
fulfilled
End
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
Matching Hire Contract details to the PO
P2P: eCatalogue Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Plant Hire company Call Centre
Rejected eOrder
Confirmations
Plant Hire
eCatalogue
1
Requisition
Site personnel create a Plant
requisition and sends (emails/faxes)
the requisition to the procurement
function.
Procurement personnel process the requisition, raising a COINS PO and
selecting the required plant hire line items (description, product code details,
rates, etc.) from the COINSetc hosted web catalogue of the Plant Hire
company's equipment.
The Plant Hire PO (status unconfirmed) is committed on COINS and a XML ePO
is transmitted to the Plant Hire company.
4
Accept ePO
and create
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Unconfirmed
Send
ePO details
'Unconfirmed'
PO
Raise the PO
COINSetc eTrading Hub
Raise Plant
Requisition
Source Plant
Items
Plant Details
eOrder
Confirmation
Accept eOrder
Confirmation
on COINS
workbench
eOrder
Confirmation details
Automatically
Compare
eOrder
Confirmation
to PO details
Match OK
Update COINS
PO status to
'Confirmed'
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
R
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
Plant Hir e com pany
The Contractor
receives the XML eOrder
R
Confirmation and COINS automatically
2
compares
the details to the PO (at a line
level). Where the details match, the PO
status is changed to 'Confirmed', and a
Confirmation PO is sent to the Plant Hire
company quoting the Hire Contract No.
Amend Sales
Order/Hire
Contract
Plant Hire company
amends their Plant Hire
Sales Order/Hire Contract,
and revises the plant
items that have been
located/assigned and resends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
3 the
Where there are mismatches BUT
eOrder Confirmation is deemed to be
ACCEPTABLE (correct), the PO details will
be automatically amended to the eOrder
Confirmation details, the PO status is
changed to 'Confirmed', and a
Confirmation PO is sent to the Plant Hire
company quoting the Hire Contract
No.
End
Plant delivery
notification
The Plant Hire company receives the XML ePO and use the PO details to
automatically populate their Plant Hire Sales Order/Hire Contract.
The Plant Hire company Call Centre personnel check the order details, locate the
plant items from within their depot network, and complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create the XML eOrder Confirmation message and
transmit it to the contractor.
End
Process
Ownership
Finalise Sales
Order/Hire
Contract
The Contractor receives the XML eOrder Confirmation and COINS automatically compares the details to the PO (at
a line level). Where the details match, the PO status is changed to 'Confirmed'.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE (Correct), the PO details
are automatically amended using the eOrder Confirmation details, the PO status is changed to 'Confirmed'.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be REJECTED and the
queries will have to resolved by either raising an amendment to the PO, or by the Plant Hire company revising
their Sales Order/Hire Contract details.
Plant Hire
company Depot
Network
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant
Delivered
Plant delivery
fulfilled
Where there are mismatches that are NOT
ACCEPTABLE, the eOrder Confirmation will
be REJECTED and the queries will have to
resolved by either raising an amendment
to the PO, or by the Plant Hire company
revising their Sales Order/Hire Contract
details.
The Plant Hire company depot network
delivers plant items to site and provides
delivery ticket/note.
Site personnel sign the Plant Hire company's
copy of the delivery note as proof of delivery
(POD).
The signed proof of delivery (POD) will be
available through the Plant Hire company's
Customer Portal (website services).
eCatalogue based procurement
Process outcome
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
It is much easier and quicker to produce an accurate
PO from an eCatalogue for the majority of plant hire
items
Process compliant Plant hire POs can be produced at
site level for the majority of plant hire items
The requisitioning process can be removed
Processing the order confirmation message ensures
that the PO details match the Hire Contract
Plant hire invoices (produced from the hire
agreement) will match the PO details for a 2-way
match
Resulting in much fewer plant hire invoice queries
Fewer delayed payments and less bad debt
More accurate plant hire accrual information
End of process
Plant Hire
eOpen Order based procurement
Simplifying the ‘Requisition-todelivery’ process for plant hire
to minimise the paperwork, time and effort necessary
for site personnel to acquire authorised plant hire
equipment
eOpen Order based procurement
The drivers for process improvement
(1)
(2)
(3)
(4)
(5)
(6)
For contractors; for certain types of plant; especially lower-cost
plant and tools, the cost of providing approved requisitions and
producing authorised POs can be disproportionate to the cost of
hiring the plant items
The time taken for procurement to process the requisition and
produce the PO can be too long to meet the requirements of the
faster moving requirements of the maintenance and repair sector
To minimise effort and to avoid duplication of effort where the Plant
Hire company provides specialised Plant Hire Desk Services or Call
Centre Services to contractors
For suppliers; To improve service levels: reducing the time and
effort required to hire the majority of plant hire items
Improve the ‘Requisition-to-delivery’ cycle time
Improving the accuracy of the contractors PO details: by providing
accurate PO Confirmation details back to the contractor as-andwhen requisitions and hire contracts are processed
eOpen Order based procurement
Process objectives
(1)
(2)
(3)
(4)
(5)
Provide a much simplified, lower-cost process for acquiring
an agreed range of Plant Hire items
Process based on a single ‘Open’ PO being raised for each
construction project and the contractor providing
authorised requisitions as and when plant is required
Reduce process cost and plant acquisition effort
Improve the performance of the plant ‘requisition-todelivery‘ cycle time
Automatically provide PO line item details directly from the
Plant Hire contract, to:
a) Reduce plant hire invoice queries
b) Improve invoice first-time match and clearance rates
c) Reduce delayed payments and bad debt
eOpen Order based procurement
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Plant Hire Depot
Network
Plant Hire Call Centre
Rejected eOrder
Send
PO Details
Raise Open PO
Confirmations
Record Open
Open PO details
R
PO details
per site
Plant Hire company
amends their Plant Hire
Sales Order/Hire
Contract, and revises
Procurement personnel raise an Open PO on COINS for each site requiring
the plant items that
hired-in plant. The Open PO is raised without any specific plant hire line items.
have been
Raise Plant
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Source Plant
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Arrange
Order/Hire
Contract
Plant
Delivery
eOrder
Confirmation details
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
Compare
eOrder
Confirmation
to requisition
Match OK
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
End
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
through Plant Hire company Customer Portal
(website services)
eOpen Order based procurement
P2P: eOpen Order process - plant hire process general flows
PO
Raising the Open PO
Contractors Site/Project
Plant Requisitioning
Send
PO Details
Raise Open PO
1
Raise Plant
COINSetc
Contractors Procurement
Rejected eOrder
Confirmations
Record Open
Open PO details
R
PO details
per site
Plant Hire company
amends their Plant Hire
Sales Order/Hire
2
Procurement personnel raise an Open PO on COINS for each site requiring
Contract, and revises
hired-in plant. The Open PO is raised without any specific plant hire line items.
the plant items that
Requisitioning
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
4
Accept eOrder
Confirmation
on COINS
workbench
Matching Hire Contract
details to the requisition
Amend Sales
Order/Hire
Contract
Compare
eOrder
Confirmation
to requisition
Match OK
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
Raising the Hire
Contract
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Source Plant
3
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Order/Hire
Contract
eOrder
Confirmation details
Does NOT
Match
Plant Hire Depot
Network
Plant Hire Call Centre
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
Arrange
Plant
Delivery
Delivering the plant
hire items
Delivery
Ticket/Note
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
End
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
through Plant Hire company Customer Portal
(website services)
Raising the Open PO
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Rejected eOrder
Send
PO Details
Raise Open PO
R
PO details
per site
Plant Hire company
amends their Plant Hire
Sales Order/Hire
Contract, and revises
the plant items that
hired-in plant. The Open PO is raised without any specific plant hire line items.
1
The contractors procurement team
produce an ‘Open’ Order on COINS
against
2 a specific contract for a
specific period of time, but, at this
point in time, without any hire items effectively raising a single PO No that
the specified construction project will
use/quote for ALL their plant hire
3 period.
requirements in the specified
Confirmations
Record Open
Open PO details
Procurement personnel raise an Open PO on COINS for each site requiring
Raise Plant
Plant Hire Depot
Network
Plant Hire Call Centre
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
4
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Source Plant
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Order/Hire
Contract
eOrder
Confirmation details
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Arrange
Behind the Open PO, COINS holds a
schedule of the plant hire items and
rates covered by the PO, that can be
requisitioned against the PO No for
that site.
Plant
Delivery
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
Compare
eOrder
Confirmation
to requisition
Match OK
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
End
The XML eOpen Order is transmitted
to the Plant Hire company to register
the PO No, the project details, site
description, project number, site
address, etc.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
through Plant Hire company Customer Portal
(website services)
NO plant items are requisitioned or
hired at this stage.
Requisitioning
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
Plant Hire Depot
Network
Plant Hire Call Centre
Rejected eOrder
Send
PO Details
Raise Open PO
1
Raise Plant
COINSetc
Contractors Procurement
Confirmations
Record Open
Open PO details
R
PO details
per site
Plant Hire company
amends their Plant Hire
Sales Order/Hire
2
Procurement personnel raise an Open PO on COINS for each site requiring
Contract, and revises
hired-in plant. The Open PO is raised without any specific plant hire line items.
the plant items that
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the
Plant Hire company Call Centre.
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
4
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Source Plant
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Order/Hire
Contract
eOrder
Confirmation details
The requisition must quote
3 the Open
PO No, the site/project name and No,
site address, and must follow the
process that has been agreed
between the Plant Hire company and
the contractor.
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
Compare
eOrder
Confirmation
to requisition
Match OK
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
There will be occasions when the
End
contractor has agreed that a
telephone call from the site will be
sufficient to requisition certain lower
cost plant, such as small tools. Under
these circumstances the requestors
name must be quoted and recorded.
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
through Plant Hire company Customer Portal
(website services)
Raising the Hire Contract
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
Rejected eOrder
Send
PO Details
Raise Open PO
Confirmations
Record Open
Open PO details
R
PO details
per site
When a requisition is received,
the Plant 1
Hire company Call
Centre personnel check the
quoted PO No against the Open
PO details, rejecting those that
are incorrect.
Raise Plant
Plant Hire Depot
Network
Plant Hire Call Centre
Plant Hire company
amends their Plant Hire
Sales Order/Hire
2
Procurement personnel raise an Open PO on COINS for each site requiring
Contract, and revises
hired-in plant. The Open PO is raised without any specific plant hire line items.
the plant items that
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
Where the requisition details are
correct, the Call Centre personnel
raise a Plant Hire
4 Sales Order/Hire
Contract, locate the plant items
from within their depot network,
and complete the order details.
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Source Plant
3
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Arrange
Order/Hire
Contract
Plant
Delivery
eOrder
Confirmation details
Compare
eOrder
Confirmation
to requisition
Does NOT
Match
Are eOrder
Confirmation
details
Correct
Match OK
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
When the Sales order/Hire
Contract is complete, the Call
Centre back-office application
will
End
automatically create and transmit
actor
an Contr
XML
eOrder Confirmation
Site
/ Pr oject
Contr actor
message.
Pr ocur em ent
Process
Ownership
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
No - REJECT eOrder
Confirmation
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
End
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
through Plant Hire company Customer Portal
(website services)
Delivering the Plant Hire items
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
1
Plant Hire Depot
Network
Plant Hire Call Centre
Rejected eOrder
Send
PO Details
Raise Open PO
Raise Plant
COINSetc
Contractors Procurement
Confirmations
Record Open
Open PO details
R
PO details
per site
Plant Hire company
amends their Plant Hire
Sales Order/Hire
2
Procurement personnel raise an Open PO on COINS for each site requiring
Contract, and revises
hired-in plant. The Open PO is raised without any specific plant hire line items.
the plant items that
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
The Plant Hire company
depot network delivers plant
items to site and provides
delivery ticket/note.
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
Site personnel sign the Plant
Hire company's copy of the
4 proof of
delivery note as
delivery (POD).
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
located/assigned and
re-sends the eOrder
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
Source Plant
3
Items
Plant Details
eOrder
Confirmation
Finalise Sales
Plant delivery
notification
Arrange
Order/Hire
Contract
Plant
Delivery
eOrder
Confirmation details
Compare
eOrder
Confirmation
to requisition
Match OK
Does NOT
Match
The signed proof of delivery
(POD) will be available
through the Plant Hire
company's Customer Portal
(website services). End
Are eOrder
Confirmation
details
Correct
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
No - REJECT eOrder
Confirmation
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
End
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
through Plant Hire company Customer Portal
(website services)
Matching Hire Contract details to the Requisition
P2P: eOpen Order process - plant hire process general flows
Contractors Site/Project
Plant Requisitioning
COINSetc
Contractors Procurement
The Contractor receives the XML eOrder
R
Confirmation
and compares the details to
the requisition. Where the details match,
2
the eOrder Confirmation details are
'Accepted', the PO is automatically updated
with the eOrder Confirmation details and a
Confirmation PO is sent to the Plant Hire
company quoting the Plant Hire company's
Contract No.
3
Rejected eOrder
Send
PO Details
Raise Open PO
Confirmations
Record Open
Open PO details
PO details
Plant Hire company
per site
amends their Plant Hire
Sales Order/Hire
Contract, and revises
Procurement personnel raise an Open PO on COINS for each site requiring
the plant items that
hired-in plant. The Open PO is raised without any specific plant hire line items.
1
Raise Plant
Plant Hire Depot
Network
Plant Hire Call Centre
have been
Process Site
requisition
and create
Sales
Order/Hire
Contract
Requisition
Requisition
COINSetc eTrading Hub
Site personnel create a Plant
requisition and sends (emails/faxes)
the authorised requisition to the Plant
Hire company Call Centre.
4
Accept eOrder
Confirmation
on COINS
workbench
Amend Sales
Order/Hire
Contract
Source Plant
Items
Plant Details
Finalise Sales
Order/Hire
Contract
eOrder
Confirmation details
Confirmation to the
Contractor.
Amended
Sales
Order/Hire
Contract
Sales
Order/Hire
Contract
eOrder
Confirmation
located/assigned and
re-sends the eOrder
Plant delivery
notification
Where there are mismatches BUT the
eOrder Confirmation is deemed to be
ACCEPTABLE (Correct), the PO is
automatically updated using the eOrder
Confirmation details and a Confirmation PO
is sent to the Plant Hire company quoting
End Hire Contract No.
the Plant Hire company's
Arrange
Plant
Delivery
Delivery
Ticket/Note
Plant Hire company receive the Open PO details and record the PO No, site details etc.,
Compare
eOrder
Confirmation
to requisition
Match OK
Does NOT
Match
Are eOrder
Confirmation
details
Correct
No - REJECT eOrder
Confirmation
R
Yes - ACCEPT
eOrder Confirmation
details
Update PO
with eOrder
Confirmation
details
but DO NOT raise any Plant Hire Sales Orders/Hire Contracts.
Plant
Delivered
When a requisition is received, the Plant Hire company Call Centre personnel check the
quoted PO No against the Open PO details, rejecting those that are incorrect.
Plant delivery
fulfilled
Where the requisition details are correct, the Call Centre personnel raise a Plant Hire
Sales Order/Hire Contract, locate the plant items from within their depot network, and
complete the order details.
When the Sales order/Hire Contract is complete, the Call Centre back-office
application will automatically create and transmit an XML eOrder Confirmation message.
Where there are mismatches that are NOT
ACCEPTABLE, the eOrder Confirmation will
be REJECTED and the queries will have to
resolved by either amending and resending
the requisition, or by the Plant Hire
company revising their Sales Order/Hire
Contract details.
Plant Hire company depot network delivers plant
items to site and provides delivery ticket/note.
Signed proof of delivery (POD) will be available
End
Process
Ownership
Contr actor
Site / Pr oject
Contr actor
Pr ocur em ent
The Contractor receives the XML eOrder Confirmation and compares the details to the
requisition. Where the details match, the eOrder Confirmation details are 'Accepted', the PO is
automatically updated with the eOrder Confirmation details.
Where there are mismatches BUT the eOrder Confirmation is deemed to be ACCEPTABLE
Plant Hir e com pany
(Correct), the PO is automatically updated using the eOrder Confirmation details.
Where there are mismatches that are NOT ACCEPTABLE, the eOrder Confirmation will be
REJECTED and the queries will have to resolved by either amending and resending the
requisition, or by the Plant Hire company revising their Sales Order/Hire Contract details.
through Plant Hire company Customer Portal
(website services)
eOpen Order based procurement
Process outcome
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
A much simplified, lower-cost process for acquiring an
agreed range of Plant Hire items
Process based on a single ‘Open’ PO being raised for
each construction project and the contractor providing
authorised requisitions as and when plant is required
Reduced process cost and plant acquisition effort
Improved performance of the plant ‘requisition-todelivery‘ cycle time
Automatically updated PO line item details directly
from the Plant Hire contract
Automatic provision of anticipated cost for accruals
Improved invoice first-time match and clearance rates
Reduced delayed payments and bad debt levels
End of process