Dematerialize your procurement processes
As a purchasing manager, you handle a significant number of documents. The processes of managing purchasing transactions and reconciling paper-based quotes, purchase orders, and invoices expose you to several inconveniences, such as time losses and penalties for payment delays.
With Open Bee, you digitize all your documents, and your archive room also becomes digital! By centralizing your files with an electronic document management solution, everything becomes accessible remotely or in-person through a single platform that is compatible with your business solutions.
Scan your purchasing processes and optimize your supplier relations!
Optimize the relationship between suppliers and the procurement department
Save time and track the progress of your validation process. By integrating with your tools, all your documents are centralized in a single digital platform.
Sign your quotes or purchase orders online
Sign your contracts online and manage your signatories remotely. The electronic signature integrated into our cloud platform allows you to be more mobile.
Store and archive your invoices with the DMS software for purchasing
Abandon paper and the associated costs. Secure your agreements with probative archiving in compliance with legal requirements and current standards.
File your purchasing documents easily
- Centralize all purchasing requests, purchase orders and supplier invoices, whatever their original format (paper, office automation, etc.), at a single point.
- Automate the classification of all exchanged documents with each supplier into an organized folder and sub-folder structure.
- Simplify your searches with the power of our search engine, thus guarding against document loss between departments.
Speed up the approval of purchasing requests
Centralize all of your purchasing information at a single point
Integrate purchasing requests in a hierarchical electronic approval workflow.
Get a real time view of all purchase orders : pending processing, approved or refused.
Significantly reduce the approval time for your documents by configuring alerts and performance deadlines.
Optimize your supplier relations
Find each document filed in a matter of seconds with a powerful search engine.
Reconcile a supplier invoice and purchase order with a single click.
Speed up the payment approval process and optimize your supplier relations.
Essential DMS Features for Optimizing Your Purchasing Process
Streamline Your Purchasing Process Today
Find out how Open Bee™ solutions enable you to process purchasing requests more rapidly and more reliably!
How Does DMS Transform Purchasing Processes?
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What is the challenge in transforming purchasing processes?
“We issue around 2,000 supplier orders per month, and we need to process all of the Order Confirmations (OC). This was previously a manual task. Thanks to Open Bee, we now automatically receive the OCs, decode them, and compare the data using Scan Capture with the information in our ERP. This way, our buyers are alerted whenever we detect any discrepancies!”
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How can you optimize invoice management with your accounting software?
“This tool allows us to easily retrieve digitized invoices directly within our accounting software while securely and systematically storing the data. […] In just one year, we have saved time on daily management and reduced our invoice processing costs.”
Documentation about our DMS software
- Catalogue: Make document management a breeze
With a proven expertise in paperless and workflows operations, we will help you digitizing your document related business processes to gain agility, visibility, scalability and profitability
- Discover how electronic signatures can benefit your business
This E-book will give you everything your need to know to perfectly understand what the electronic signature is all about
- DataSheet: Streamline your business processes
Build customised Workflows in minutes using the WYSIWYG drag and drop interface to interact with your business contacts and speed-up document communication, notification…
FAQ DMS software for purchasing
What types of documents can be managed by a DMS in the purchasing function?
A DMS (Document Management System) can be used to manage a wide variety of documents in the purchasing function, including:
- Purchasing planning documents: purchase requests, specifications, technical specifications
- Supplier management documents: supplier evaluation questionnaires, purchase contracts, purchase orders
- Purchasing execution documents: invoices, receiving reports, delivery notes
- Enhance your accounts payable processes with invoice matching
What DMS features are most used for the purchasing function?
The following DMS features are most used for the purchasing function:
- Document digitization and storage: DMS allows you to digitize paper documents and store them centrally.
- Document classification and indexing: DMS allows you to classify and index documents to make them easier to find.
- Document sharing and collaboration: DMS allows you to share and collaborate on documents securely.
- Document tracking: DMS allows you to track the status of documents throughout their lifecycle.
How can a DMS improve supplier relationship management?
A DMS enhances supplier relationship management by centralizing all supplier-related documents, such as contracts, purchase orders, and performance reports. It enables easy access to historical data, improves communication through automated notifications, and ensures that supplier performance is monitored in real-time. This helps in maintaining stronger, more transparent relationships with suppliers and ensures compliance with contractual obligations.
Can a DMS integrate with existing procurement and ERP systems?
Yes, a DMS can integrate seamlessly with most procurement and ERP systems. By connecting with existing platforms, a DMS ensures that documents like purchase orders, invoices, and delivery receipts are automatically matched with ERP data. This integration reduces manual data entry, minimizes errors, and provides a unified view of the procurement process, making it easier to track purchases and payments.
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