The management of purchase requests, another great challenge for the Viridem team!

Through Viridem integrations at our clients, we have had the chance to exploit all its versatility for different business uses. While our tool allows many users to save precious time by automating the tasks related to processing payables and other accounts payable documents, some clients bring us very interesting challenges that demonstrate Viridem is a very versatile solution. This was the case in a purchase request processing project at our client Vaillancourt Portes et Fenêtres. During the first phase with this company, we had deployed our tool in the context of the pandemic and the need to be quickly equipped for remote work; you can also read their testimonial on our blog. 

Purchase request management, is it possible in Viridem?

Managing purchase requests across the different departments and making the work of procurement staff easier via Viridem, is it possible? This is the challenge proposed by our client. It seems rather simple, but it gets tricky when you have to consider the following parameters: requests coming from the different departments of the company, different approvers at several levels depending on the amounts of the purchases to make with suppliers, and distinct workflows for known suppliers and new ones. After an analysis carried out by our integration team, the verdict came in: yes it is possible! 

Logic, workflow and an elevator

Before configuring Viridem for purchase request processing according to the deliverables requested by the client, we had to map out the process and highlight the different conditions that will allow requests to be centralized and directed at the right time and to the right approver level (according to the amount indicated in the purchase request) without going through the lower levels or causing approver redundancies. To put it simply, our elevator must go straight up to the right floor, but does not come back down. The client also wanted to be able to make changes to the parameters quickly and simply and to be autonomous. After looking at the whole question, it is by combining two automated workflows with variables conditional on the other features of Viridem, including form creation, that we set up these processes that make it possible to standardize the working methods at Vaillancourt Portes et Fenêtres. Moreover, when the employees assigned to accounts payable processing receive the invoice, the quote, the purchase order and the receiving slip, they will be able to quickly find a trace of the transaction in Viridem and the documents can link automatically. The time savings thus also carry over to the accounting side.

The adoption of these new working methods is going smoothly and lets us foresee even more optimizations that will push the capacity of our tool even further. Our clients are often a good source of inspiration for new ideas of use and allow our teams to step out of their comfort zone.

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