Mastering the Procurement Lifecycle: A Comprehensive Play

Procurement, once a back-office function, has evolved into a strategic cornerstone for organisations of all sizes. From the humble beginnings of simple purchasing to the complex, data-driven operations of today, procurement has undergone a transformative journey.

As we navigate the evolving landscape of the procurement industry today, get ready for a deeper understanding of the evolution of procurement processes, uncovering the intricacies of each step and how they contribute to the overall success of an organisation.

So, get set to enhance your purchasing prowess as we unravel the complexities of procurement in the modern business world.

Table of contents:

I. The history of procurement

II. A step-by-step breakdown of the procurement process

III. Optimising procurement with automation and digital transformation

The history of procurement 

With its origins deeply rooted in the ancient practices of the Roman Empire, the concept of procurement has truly evolved, surpassing its basic transaction-focused beginnings. 

During the 19th century, railway companies recognised the need for specialised “Purchasing Departments” to oversee costs and suppliers better, thus laying the foundation for the strategic evolution of procurement. 

During the late 20th century, procurement experienced a significant transformation with the appearance of the Internet and B2B e-commerce. This paved the way for innovative software that revamped practices to be more comprehensive, precise, and in tune with the digital environment. 

Today, procurement has evolved into a strategic imperative, empowered by advanced technologies like automation, cloud computing, and AI, redefining the procurement paradigm. 

Read more: Understanding the Changing Dynamics of Procurement in Hospitality 

Back to the top

A step-by-step breakdown of the procurement process

The procurement process can differ among organisations based on factors, such as size, industry, and operational complexities, but several key stages remain consistent across the board.

Identifying organisational needs

The procurement journey begins with carefully assessing your organisation’s needs by looking at what each department requires, including goods, services, and external partnerships crucial for smooth operations. 

At this point, it is essential to group your needs into different categories, like direct (raw materials or services for production) and indirect (resources supporting business activities). Additionally, determining the expected costs for each category is vital, as it forms the basis for making informed decisions and strategically allocating budgets.  

Read more: Should Food Packaging Manufacturers Leverage AI to Optimise Operations? 

Drafting purchase requisitions

After identifying your needs, the next step is creating detailed purchase requisitions. These formal requests outline the goods, services, or work needed, including product details, quantities, vendor information, and estimated costs. 

It is crucial to ensure the accuracy and completeness of these requisitions, as they are the basis for all future procurement activities. Leveraging digital procurement solutions can simplify this process, promoting transparency, improving collaboration, and reducing the risk of errors or omissions.

Reviewing and approving purchase requisitions

Dedicated functional managers and department heads carefully review the requisition package during this phase to confirm the genuineness of the needs, the availability of funding, and compliance with all company policies and regulations. 

Once a requisition is approved, purchase orders (POs) are then generated. If a request is denied, a detailed explanation is sent to the requestor. By incorporating automated approval workflows and user-permission hierarchies, companies can significantly speed up and enhance the transparency of this crucial stage.

Obtaining proposals and quotations from suppliers

This phase typically involves sending out Requests for Quotation (RFQs) or Requests for Proposal (RFPs), inviting suppliers to share their bids, and providing detailed information about their offerings. 

The solicitation process varies depending on the requirements of the POs, with more intricate or high-value acquisitions necessitating a comprehensive evaluation of supplier capabilities, pricing structures, and proposed solutions. 

Leveraging digital procurement platforms can significantly streamline this phase, facilitating the distribution of RFQs and RFPs, enabling collaboration on evaluations, and ensuring transparent communication with potential vendors.

Evaluating suppliers and negotiating contracts

This stage involves carefully evaluating pricing, delivery schedules, quality assurance, and the supplier’s suitability to meet your organisation’s specific needs. 

After finding the best supplier, the procurement team starts the detailed process of negotiating contracts. This phase includes working together to establish terms, conditions, and pricing that benefit both parties, promoting a mutually advantageous and lasting relationship. 

Read more: Can’t Make Sense of Your Business Data? Here Are 5 Ways A.I. Can Help

Placing orders and managing suppliers

In this stage, a formal PO is sent to the chosen supplier, outlining the details of the goods or services to be purchased, the agreed pricing, and the expected delivery schedules. 

Supplier management plays a crucial role during this phase, involving consistent communication, monitoring of performance, and prompt resolution of any issues or discrepancies that may arise. 

Leveraging digital procurement solutions can greatly improve visibility and collaboration, allowing real-time tracking, automated notifications, and efficient issue resolution.

Receipt, inspection, and three-way matching

When the ordered goods or services arrive, a thorough inspection process begins to ensure they meet the specified requirements. This step involves checking the quantity, quality, and condition of the items received and comparing them to the purchase order and supplier invoices. 

The concept of three-way matching, a key element of effective procurement, involves reconciling the purchase order, supplier invoice, and goods receipt note (GRN) to proactively identify and resolve any discrepancies. Automating this process with integrated digital solutions can significantly reduce manual effort and errors while accelerating the payment approval cycle.

Processing invoices and fulfilling payments

After successfully verifying and reconciling, the procurement process wraps up with processing the supplier invoice and ensuring prompt payment. This phase follows the agreed-upon payment terms, guaranteeing a smooth transaction and nurturing a positive relationship with the supplier. 

By incorporating digital invoice processing and automated payment workflows, you can boost efficiency, reduce the risk of errors, and establish detailed audit trails for future use. Moreover, taking advantage of early payment discounts and dynamic discounting strategies can lead to significant cost savings for your company.

Keeping records and analysing spending

The procurement cycle does not end when the payment is made. It is important to keep detailed records and analyse spending to gain valuable insights, pinpoint areas for improvement, and shape future procurement plans. 

Creating a centralised hub for all procurement paperwork, such as purchase requests, contracts, invoices, and payments, is vital for meeting audit requirements and referring back to past transactions. 

Additionally, utilising data analytics and spend management tools can reveal potential cost-saving opportunities, evaluate supplier performance, and guide strategic decision-making. 

Read more: Building an Organisation-Wide Dashboard: A Guide for Senior Executives 

Back to the top

Optimising procurement with automation and digital transformation 

The modern procurement landscape is experiencing a significant transformation, fuelled by the widespread adoption of automation technologies. These tools are enabling businesses to simplify their processes, increase productivity, and access remarkable value like never before. 

Anytime, anywhere access with cloud computing 

The emergence of cloud computing has completely transformed the procurement landscape, empowering businesses to leverage centralised, scalable, and globally accessible procurement solutions. 

Transitioning to cloud-based procurement platforms allows businesses to say goodbye to the limitations of on-premises infrastructure, liberating themselves from the hassles of hardware maintenance, software updates, and data backups. You are not only able to gain real-time visibility across the supply chain but also respond faster to the ever-changing market. 

Artificial Intelligence 

The exciting integration of artificial intelligence (AI) and machine learning (ML) technologies in the procurement sector is set to transform decision-making processes and unlock unparalleled operational efficiencies. 

Moreover, the implementation of intelligent automation capabilities, powered by AI and ML, can streamline various procurement tasks from tedious, repetitive ones to more complex ones, including invoice processing, approval, three-way matching, spend analysis, contract management, and supplier risk assessment. 

These cutting-edge technologies not only enhance accuracy and efficiency but also empower businesses to proactively pinpoint and address risks, optimise spending, and foster strategic supplier relationships. 

Read more: Is Procurement Missing Out on the AI Revolution? 

Seamless integration 

In today’s interconnected business world, it is crucial to seamlessly integrate procurement solutions with other key systems like enterprise resource planning (ERP), accounting, and customer relationship management (CRM) platforms. This interoperability allows businesses to gain complete visibility, break down data barriers, and maintain a smooth flow of information throughout the procurement process. 

Integrated procurement solutions support real-time data exchange, enabling precise inventory management, efficient invoice processing, and seamless financial reconciliation. This comprehensive approach not only boosts operational efficiency but also empowers organisations to make well-informed decisions based on accurate, current data from various sources. 

At the end of the day, effective procurement is more than just making purchases; it is about building relationships based on trust, transparency, and mutual benefit. By working closely with suppliers, businesses can tap into their expertise, and modern digital procurement solutions further enhance collaboration, drive innovation, and create value for all parties involved. 

Back to the top

Are you ready to embrace change today?