Supply Chain
Infrastructure
Modernization of Procurement Processes: Implementation of a Scalable E-Procurement Solution
Staying competitive through digitalisation in procurement and more efficient processes
Digitalisation opens up a wide range of opportunities for companies to further develop their business. Metroplan offers bespoke solutions for digitalisation in procurement, the digitalisation of procurement processes and process optimisation in procurement. From minor adjustments – such as reorganising and improving the efficiency of individual processes – to larger-scale measures, such as the introduction of e-procurement solutions, right through to the strategic optimisation of the entire value chain, we create sustainable added value for our clients and support them in remaining competitive in the long term.
Through comprehensive benchmarking, we assess the efficiency and performance of processes and identify potential for improvement through the application of best-practice methods. When integrating digital solutions with ERP systems, we utilise state-of-the-art technologies to ensure seamless integration.
Our approach: Optimising procurement processes through automation
Based on our analysis, we prioritise opportunities for automation throughout the procure-to-pay process – from demand forecasting and approval, through ordering and goods receipt, to invoice verification and supplier evaluation. We define target processes, data and interface requirements, as well as a practical roadmap. We explore the selection and implementation of a specific e-procurement system in more detail in the e-procurement section.
Potential Analysis and Digitalization Roadmap
We assess process maturity across the Procure-to-Pay process and translate the findings into prioritized measures.
End-to-end analysis of requisition, approval, purchase order,
goods receipt, invoice and supplier evaluation
Identification of media discontinuities, manual loops,
data quality issues as well as unclear roles and controls
Assessment of benefits, effort, dependencies and
implementation risks for each measure
Prioritization of quick wins, target processes and
automation potential
Agreed roadmap with responsibilities, milestones
and measurable target KPIs
Invoice digitisation and e-invoicing
Paper invoices and other documents can be converted into structured data using OCR and processed via digital verification and approval workflows. Furthermore, since 1 January 2025, it must generally be possible to process e-invoices for domestic B2B transactions. Metroplan helps to link order, goods receipt and invoice data seamlessly and to increase the level of automation.
Every ‘blind entry’ for an invoice originates from a well-planned order.
Digitalisation in Procurement and the Supply Chain
We are implementing a digital supply chain management system to optimise supply chain processes. This includes the real-time monitoring and control of supply chain activities, the integration of suppliers and logistics service providers, and the use of data analytics and AI technologies to predict supply bottlenecks and optimise stock levels. This also simplifies compliance with regulations and legislation such as the German Supply Chain Due Diligence Act (LkSG).
Process optimisation through digital HR management
A digital HR management system optimises HR processes such as the automation of payroll and time recording. It simplifies the management of employee data and performance, as well as the introduction of self-service portals for staff. The aim is to reduce administrative burdens, make processes more efficient and improve staff access to key information.
IoT-based production monitoring for process optimisation through digitalisation
IoT-based systems control and monitor production processes using sensors that record operating parameters in real time. Analysing production data helps to identify bottlenecks and realise potential for optimisation. At the same time, the system enables the automation of workflows. The aim is to increase production efficiency and ensure greater process reliability.
Digital Customer Relationship Management
A digital CRM system improves the management of customer contacts and interactions. It enables a targeted analysis of customer behaviour and preferences and automates sales and marketing activities. The aim is to optimise customer relationships, increase customer satisfaction and make sales more efficient. As a result, all customer processes are mapped digitally and become easier to manage.
Trust through Projects
Our success storys
Change Management and Training for Digitalisation in Procurement
We offer training courses for all staff involved to ensure they can use the digital tools effectively. In addition, we support the development and implementation of a change management strategy. To overcome potential resistance and promote acceptance of the new system, we present a wide range of best practice examples showing how other companies have adopted active and innovative approaches to communication. In this way, we lay the groundwork for the successful integration of digitalisation in procurement within the organisation.
The benefits for you through digitalisation and process optimisation with Metroplan
Our expertise in process optimization and digitalization will bring numerous benefits to your company. This encompasses enhancements to operational efficacy and performance, increased competitiveness, optimized value chains and reduced expenditure (e.g. through the implementation of e-procurement).
Process optimization and digitalization are decisive steps for your company to strengthen your competitiveness and ensure long-term success. Metroplan offers customized solutions and supports you in successfully mastering these challenges. With our holistic approach and our focus on benchmarking, best practice and state-of-the-art technologies, we help you to optimize your processes and create sustainable added value.
FAQs on digitalisation in procurement
What does the digitalisation of procurement processes involve?
When digitising procurement processes, standardised IT systems are used to integrate manual solutions – and, in some cases, ‘digital silos’ – into a single, integrated system. Where ERP systems are in place, these usually serve as the ‘master’ for master data and transaction data. Vendor numbers, order numbers and organisational units are linked in real time between the e-procurement system and the ERP system via an IT interface.
What is meant by process optimisation in procurement?
Process optimisation covers all areas that procurement can influence:
- Optimisation of the processes for tendering, negotiating and awarding contracts for goods and services to suppliers
- Optimisation of the processes for ordering goods and services by decentralised users
- Optimisation of the processes for simplified goods-in inspection and invoice verification/approval
- Optimisation of processes for compliance with legal requirements, as well as customs and foreign trade requirements
Optimisation of processes to simplify the collection of information for supplier assessment and supplier management
When is it worth digitising procurement?
Digitalisation is worthwhile when manual processes, media breaks, a lack of transparency in ordering, lengthy approval processes or high process costs are holding back procurement. It is not just the procurement volume that matters, but a positive business case based on benefits, effort, data readiness, integrability and user acceptance.
What can the procurement department do to optimise accounts payable?
Unfortunately, the accounts payable department cannot improve the processes for invoice entry, verification and approval on its own, but only with the support of the procurement department.
Metroplan therefore regularly assists its clients in adapting purchase orders, framework agreements, goods receipt entries and invoice verification in such a way as to reduce the workload and processing time across all areas. In addition, timely payment can significantly improve the return on payment terms (discount rate).
What is the difference between process optimisation and e-procurement?
Process optimisation defines how procurement processes should function in future – including roles, controls, data and key performance indicators. E-procurement refers to the digital systems that support these processes. It is therefore important to first clarify the target process and then select the appropriate system solution.
What processes does Procure-to-Pay cover?
Procure-to-pay typically encompasses demand generation, approval, ordering, order confirmation, goods receipt, invoice verification and payment. Depending on the organisation, this may also include catalogue management, supplier onboarding, contract management and reporting.
Contact
Your points of contact
Dr. Thomas Mielke
Managing Partner
Andree Siever
Senior Manager
