The gCommerce solution is an end-to-end, fully integrated software solution, which can interface into existing Enterprise Resource Planning (ERP) systems or other software investments that a client may have in the enterprise. The gCommerce suite comprises a set of modules of which most can operate in a stand alone mode or as a collective solution. Developed on the latest state of the art technology platform, this solution addresses a client's inbound Spend Management needs. Each module is unique in its offering, and the module information below will provide further insight into this world class solution suite.
This module facilitates extended interaction with the suppliers to extract required information in order to manage supplier data, static data, perform questionnaire based supplier analysis and accreditation, storing this ‘experience’ data with the typical static data of the supplier, on the Centralized Supplier Database (CSD).
Supplier contracts are published to the Buy Site where users can generate requisitions and purchase orders based on baskets created similarly to a normal online shopping experience. Goods / services can be procured with ease of use and full budget checking capability.
Invitations to suppliers for quotations, the evaluation thereof in terms of specific purchasing policies and the allocation of business to suppliers in accordance with the applicable criteria. The suppliers registered on the database are linked with specific commodity categories and brands they can supply. With every quotation, the potential suppliers are identified to the relevant department and at quotation level, rotation is possible. The option to extend the invitation could be applied to a select group of suppliers or to all suppliers that exist on the database. Communication with suppliers can be via mediums such as paper, SMS and/or electronic mail.
Suppliers gain access to tenders in much the same way as described above. However, these tenders can be submitted electronically and manually. The necessary encryption and data secrecy is upheld and maintained at all times. The system can automatically adjudicate tenders based on Government prerequisites or customized evaluation criteria (including functional / technical evaluation) defined by the SCM divisions’ governing sector. The system enables the end user to determine the financial implications of various scenarios. All documentation such as award letters, regret letters, contract schedule and attachments such as terms and conditions, specifications etc. are generated.
Unlike traditional auctions, the participants on a reverse auction place lower and lower bids, until the lowest bidder wins. They are widely used to reduce costs and source services or products at the lowest possible price from the participating suppliers. Reverse auctions have both pros and cons for suppliers and for buyers.
A reverse auction provides buyers with the most competitively priced solution to their needs by pitching suppliers against each other to be the one offering the lowest-priced bid. It also streamlines the procurement process and reduces the need to send a different request for proposal to each potential supplier. Reverse auctions also save time in the procurement process.
Price increases linked to user defined indices, rates of exchange, cost breakdown structures as well as % or specific costs can be managed, as well as end users, suppliers, documentation etc. This is processed through a full amendment cycle.
A variety of standard reports exist in the system. Customized reports can be specifically developed and tailored to Government needs and requirements.
Stock administration includes the controlled creation and management of a categorised item master as well as the management of inspection requirements (e.g. technical or compliancy inspection), date types (e.g. sell by date), cost implications (e.g. average or actual cost), item type (e.g. new, refurbished, etc.), per item. Furthermore, the type of items kept in a warehouse as well as which consumers may request these items is managed electronically by one or more identified warehouse managers per warehouse. If the organisation utilises the financial modules the Stock Management Module offers the electronic checking of the affected budget and or the posting of the expense or reversal to the applicable general ledger.
Stock levels are managed via stock take documents, which can be generated electronically per item, category or location (row, shelf or bin). When a stock take is initiated the affected items, categories or location will be frozen (no receipts or issues while the stock take lasts). After the stock take results are captured and the stock take, finalised, the relevant items, categories or location will be available again. If the organisation utilises the financial modules stock take adjustments are automatically posted to the applicable financial location.