Take the Paper out of Purchasing.
eRequester (www.erequester.com) is by far the best and most robust Web-based purchase requisition, approval, Purchase Order and receiving solution for MAS 500.
Manage Your Purchasing
eRequester is a robust Web-based e-procurement application that enables your organization to define and implement purchasing practices to streamline and manage its supply chain. Designed to meet the needs of mid to large-sized organizations in both the private and public sectors, eRequester provides tremendous control over the entire purchasing process, including internal purchase requests, notifications, approvals, management of items, projects, general ledger accounts, vendors, creation of purchase orders, receiving and invoice matching. As a competitively priced strategic investment, eRequester can help your entire organization run more smoothly, while providing internal controls and defined purchasing processes to assist with the reporting requirements under Section 404 of the Federal Sarbanes-Oxley Act of 2002.
How it Works
eRequester uses a web browser to allow employees to request items they need. Users simply login to the applicable eRequester company that is pointed to a corresponding MAS 500 company and they enter their purchase requisitions into web-based forms. Information, such as vendors, items, GL accounts, tax rates, shipping, project and other information is pulled directly from the MAS 500 company in real time using ODBC and made available for selection on the requisition. Once the forms are completed, the user submits. Requests are routed for approval through eRequester's robust routing engine, which sends out an email notification to the next approver in the authorization chain. The approver can click on a link in the email, log in, review, and approve, reject, request more info or require changes.Once approved, requisitions can be edited and/or easily posted into purchase orders. The Purchase Order can then be pulled up in eRequester, sent to the vendor by email, fax or print and then with the eRequester Receiving Module, users can create receipts that can be saved into MAS 500 to facilitate the matching of receipts, invoices and purchase orders.
One Point of Data Entry
eRequester eliminates the delay and double entry of traditional, paper-based requisition processes. Orders only need to be entered into the system once, reducing duplicate efforts. The web-based forms have all the required data fields for a purchase order in the correct format for MAS 500, with required information for vendors, items, account numbers, quantities, cost, taxes and more. Plus, any requisition can be saved as a Template and/or duplicated and re-used in a new requisition to avoid reentering data.
Faster Turn-Around On Purchases
Inefficiencies in the purchasing process can cost hundreds of dollars in employee time for even one purchase request. eRequester eliminates the need to manually re-enter purchasing data thereby reducing the errors and turnaround time associated with traditional manual processes. The order entry and approval process is streamlined as there are no paper forms lost in the clutter of a manager's desks, and information is readily available to review and process.
Online Review of Requisitions
eRequester tracks the status of every purchase request. If a requisition is waiting for a manager’s approval, email notifications initiate action. Purchasing managers can review orders at every step in the process and have complete visibility over all requisitions in the company. A Requisition History is maintained in eRequester that shows who created the request, the approvers, the person who created the PO, and any comments made along the way.
Features and Benefits
eRequester is packed with features including but not limited to, the following:
Saves Time and Money
Centralizing and automating the purchase requisition, approval, order and receiving process
Reducing errors and duplicative data entry
Eliminating paper work while capturing all relevant information in a centralized database for easy access
Reducing “rogue” spending
Encouraging the use of preferred vendors, which enables better terms and prices
Easy Requisition Creation
Assign a unique requisition ID to each requisition for easy search, tracking and reference
Select a requesting department or cost center from a dropdown list
Select an approved MAS 500 vendor or request that a new vendor be added to MAS 500
Add items to each requisition, with comments, costs, GL accounts, taxes, ship dates and more
Select or enter a ship to location, contact person and ship method
Submit notes and comments to approvers
Review all the details of the requisition on a single screen
Submit the requisition for approval based on robust routing rules
Generate an email notification to designated approvers that a requisition is waiting for approval
Save requisitions as Templates for easy re-use, without duplicative data entry
Intuitive Approval Process
eRequester makes requisition approval easy and highly flexible. An unlimited number of approval levels can be created based on the company, dollar amount, department, request type and more. eRequester sends email notifications letting approvers know when they have requisitions waiting for approval so they can easily view the details and approve, reject, require changes or request more information. Designated approvers can also edit requisitions after standard approval routing, route for additional approval and add comments to the Requisition History to convey any pertinent information.
eRequester’s robust approval routing engine allows for:
An unlimited number of approval levels
Flexible routing rules and exceptions for any request type, such as capital or non-budgeted
Ability to setup any routing path based on the request type
Carbon copy options that allow requisition details to be reviewed by appropriate personnel
Proxy approval for unavailable users
Seamless Integration with MAS 500
eRequester web-enables the process for creating purchase orders from approved requisitions by notifying designated users that approved requisitions are waiting to be converted to purchase orders. Users can see all of approved requisitions in a list and batch create the purchase orders or they can be reviewed individually, edited, sent for additional approvals, and then posted directly to MAS 500's PO Module (or receipts to AP) with the click of the mouse. Purchase orders can then be printed, emailed or sent by fax out to vendors for fulfillment
Receiving Module
Provides remote, distributed access to purchase order and receiving information from a web browser
Allows receiving information to be entered by any specified users
Displays an easy-to-use web form that simplifies the receiving process
Allows for an unlimited number of multiple partial receipts
Saves and update receipts in MAS 500 PO Module or allows posting directly to MAS 500's AP Module with invoice and receipt information
Allows for under-receiving
Allows for system-wide limits to prevent over-receiving
Allows for additional approval routing of any receipt overages (i.e., change orders)
Permits receiving against blanket purchase orders
Project Module
eRequester’s Project Module integration piece provides real-time access to the project accounting information set up in MAS 500’s Project Module. This allows corresponding project segments setup in MAS 500, such as project, phase, task, change order and project type, to be available in eRequester in real time, so that that the project codes can be associated with any requested line items. The Project Module enables tracking of purchase orders and requisitions by project for better control over expenditures.
Budget Checking Module
Tracking budgets is key for many organizations and eRequester handles the task by allowing designated users the right to view MAS 500 budget information for certain account codes and rolled up segments so budget to actual comparisons can be made on requested purchases and so that approvers can determine if requisitions are within existing budgets.
Shows a budget to actual comparison for each line item
Additional approval can be required for requisitions that are over-budget
For each line item in a requisition, information is displayed regarding:
Actual year-to-date expenses
Committed year-to-date purchase orders
Total-to-actual year-to-date expenses plus committed year-to-date purchase orders
Budgeted annual expenses for the current fiscal year
Variances between total-to-actual year-to-date expenses plus committed year-to-date purchase orders and budgeted annual expenses for the current fiscal year
Security features allows control over who can see budget information and corresponding GL Codes
Additional Features
eRequester also has the following:
Built-in Multi-Company support that ties directly to each MAS 500 company
SQL Server database or MSDE for easy access to report data
Extensive search features
An elegant and easy to use web interface
Approver of Vendors can add new or requested Vendors to MAS 500 “on the fly” from eRequester
Additional features will be available in future releases and/or on a customization basis.
Please contact us at sales@erequester.com or (877) 727-9528 for a web demo or for further information.
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