We have a Government Agency / Department seeking to automate purchasing electronically. What are the options?
The answer depends on how IT savvy the Government division and agency are.
1. A common request is eCommerce Punchout where the Purchasing officer can punch into your online catalogue, build an order, checkout which punches back the order requisition into the Government / Agency ERP system for approval. A secondary step could be to add EDI capabilities to automate the Purchase to Remmitance processes through SQUIZZ.com
2. You could issue usernames to each person within the Government Department / Agency and they can simply login and place an order. The only drawback of this approach is that the user often needs to manually create a Purchase Order in their ERP system thus causing double keying which may not be desirable.
Does TOTECS work for customers who are Government Departments or Local Councils with multiple divisions / cost centres?
TOTECS is designed so that users are mapped to customer/debtor accounts in the Accounting / ERP system. Certain systems support central customer/debtor accounts which means that children accounts can be assigned to a common parent. A common practice is to set the child customer/debtor account to match the GL Code of the division / location in the Government agency.
With central customer/debtor accounts in place, online users in TOTECS can be setup for each purchasing officer against their respective division / location within the Government agency you are dealing with.
As each user logs on and places orders, they are posted against the child customer/debtor account assigned to the user. When the order is shipped, the invoice is normally posted to the parent customer/debtor account for the government agency so that invoices can be batched in a single statement.
We are posting a Tender to a Government Agency / Department, can TOTECS assist with our eCommerce questions?
We have a set of responses that address key eCommerce requirements and overall system requirements. Please get in touch with us to discuss your requirements.