Ever-Changing Advancements To Streamlining The Vendor Process
There’s been perhaps no greater advancements in technology over the past few years than in back-office operations for businesses.
The ability to communicate efficiently and seamlessly with customers, vendors and partners with such business processes had enabled companies to streamline operations significantly.
And vendor portals, in particular, have provide great gains to both supplier and vendor.
“One of our first recommendations with any new client is to look at vendor portal options,” advises Jim O’Rourke, Director of Business Development for ICG Consulting of Scottsdale, Ariz., which provides business process solutions. “Better communications with your vendors is paramount to success, and anything to better automate this process is beneficial to both parties.”
O’Rourke notes some of the benefits of vendor portals:
Broader Supplier Enablement
Portals enable a new tier of suppliers to automate routine supply chain execution transactions such as purchase orders, ship notices and commercial invoices. In short, anyone with a PC and an Internet connection can connect to a portal with minimal training and investment. As a result, the barrier to entry for e-commerce is lowered, thus enabling tens of thousands of smaller suppliers to interact with customers electronically.
New Business Process Automation
Portals have enabled a new group of business processes such as strategic sourcing, collaborative design and demand planning to be automated. Historically, these processes occurred over the phone, via e-mail correspondence or in face-to-face meetings. Due to their complex nature, these supply chain practices were too sophisticated to automate through machine-to-machine transactions. By moving these processes on-line, portals have reduced not only the cost of these transactions, but the latency of information sharing and the barriers to adoption.
Portals offer a lens into the buyer’s ERP system. Inquiries that would need to have been conducted via a time-consuming game of phone tag could instead be performed with just a few mouse clicks. For example, a high percentage of the call volume to accounts payable organizations is from collections personnel in the supplier organization attempting to determine when an invoice will be paid. Portals offer the ability for suppliers to perform self-service inquiries online whenever they need to know the status of an expected payment.
Portals provide both supplier and buyer a single, shared view of data. Historically, personnel from buyer and the supplier each viewed data in their own business applications – which were hopelessly out of sync. With portals, both supplier and buyer share a common view of data such as performance scorecards. The newfound visibility enables the two parties to collaborate on corrective actions to improve overall supply chain performance. Dispute resolution is another process which benefited from the shared view on a portal.
Supply chains are constantly changing. Buyers open up new distribution centers, manufacturing plants and retail stores, which changes routing guides. As business process re-engineering occurs, new and improved forecasting, purchasing, labeling, shipping and invoicing procedures are introduced. Portals provide an online resource for buyers to communicate changes to contact details, routing guides and business processes to the supplier community. Historically, these changes had to be communicated to each supplier through direct mail, phone conversations or vendor conferences.
So while vendor portals have indeed been a most welcome addition to business, there’s no one-size-fits-all approach. Which is why companies like ICG Consulting exist.
“Every organization is different,” added O’Rourke. “But fortunately, there’s something for everyone out there.”