Our last post began our discussion of Vroozi, a modern P2P solution that is usable by all organizations of al sizes regardless of where they are, what devices their people use, and where they are in the Procurement journey. Vroozi offers an extensive P2P++ solution that is enterprise grade (and used by some of the largest companies in the world) but that is also priced for the mid-market (that they started out to serve). Yesterday we covered the core e-Procurement and Invoice Management capabilities. Today we’ll cover Payments, the Supplier Directory, Analytics, Platform Administration, and the Supplier Portal.
Payments
Unlike many P2P vendors who stop at okay to pay, Vroozi integrates with NvoicePay and CorePay, can push payments into those platforms, actively monitor status, and then pull out changes to payment status as they occur so a buyer, and supplier, can always see the status of any payment.
Cheques, ACH, Wires, and/or V-Cards
Depending on your payment system, Vroozi gives you multiple options for payments and allows you to specify which payment method is to be used by the payment system.
Taxes
The platform is capable of verifying taxes, as it integrates with Avalara and Vertex out of the box. Thus, if the customer buys a subscription to one of these platforms, Vroozi will use them to automatically maintain up-to-date global tax rates, as well as track any tax exceptions and waivers (as overrides) that you have based upon your global status. It can also track all of the taxes that you owe and simplify your tax management. Alternatively, if you don’t have these subscriptions, you can set up your standard rates in the Taxes area under Master Data Management. but if you do a lot of global business at a lot of different locations, this is not recommended. (Also, if you purchase a subscription to Avalara or Vertex after Vroozi installation, you just need to provide your access details in the Vroozi Connectors Manager.)
Supplier Directory
Supplier Management maintains a copy of all suppliers being transacted with by the organization and the records contain basic company info (name, address, primary contact channels), business information (business and tax ids, company attributes [for catalog/search enhancement], categories, payment terms, geographic service area, sustainability notes, description), insurance info (by insurance type with policy numbers and expiry dates), supplier contacts, PO submission method (platform, email, etc.), and related contracts.
Vroozi is not designed to be a supplier master — as most organizations use their ERP or a specialist SXM platform with deep supplier relationship, performance, compliance, or risk — functionality, but is designed to maintain all of the relevant information on active suppliers for purchasing in the P2P tool, and can push updates back to the source system, as most updates will come in during Procurement efforts.
One of the unique capabilities of the platform is the ability to configure all of the electronic supplier interactions through the supplier management screen — where the buyer can define how to send POs, confirmations, and RFQs to the supplier; (whether or not and how it will) receive PO acknowledgements, change requests, (advance) shipping notices, invoices, etc. from the suppliers; how m-way matches will be made; how payments will be made, etc. The electronic interaction with every supplier can be configured to a very fine-grained level, as well as the control a supplier has in their portal.
Contract (Meta) Data Management
Contract (Meta) Data Management in Vroozi is on a category and item basis, as each catalog, or item, can have an associated contract. Vroozi is not a CLM system and makes no claim to be such, but understands the importance of tracking relevant contract terms in the P2P system, as well as the source documents in case the need arises.
Analytics
Analytics in Vroozi is powered by Looker that provides out-of-the-box reporting dashboards on spend, suppliers, documents, catalogs, user, and master data as well as a dashboard custom designed for AP Managers that provides easy access to invoice, memo, and PO data. Vroozi is not a full spend analysis platform, nor is it claiming to be one. If you need help with historical spend classification and categorization, or a standalone spend analytics platform, they work with Spendata, which we have covered here on Sourcing Innovation in 2018 (Don’t Throw Away That Old Spend Cube! Spendata Will Recover It For You) and this year (The Power Tool for The Power Spend Analyst, Now Usable By Apprentices As Well!).
Vroozi also supports report subscriptions and most users choose to get their pre-configured reports through email on a regular basis. The platform comes with a large number of basic reports where the user can define the data subset and fields they want to see and the report will be generated and sent to them.
Administration
The self-service administration capability in the platform is quite extensive.
Catalog Management
The company can define as many catalogs as it wishes, including multiple catalogs for the same supplier if they want to customize catalogs for sub-companies, departments, regions, or some combination thereof. Catalogs can be created and updated from CSV files or manual on-screen definition (on a product by product, or service by service, basis). When a new catalog (update) is being worked on, it is in a working state. Once the updates are completed, if the user has catalog manager authority, it can go into an approved state, and, if not, it goes into an approval queue. (Suppliers can be given permission to manage their catalogs, but all of their updates automatically go into an approval queue.) Once approved, the catalog can be pushed to live, scheduled to go live at a certain date and time, or held until the organization is ready to publish. All data and meta data regarding catalogs and items can be accessed and maintained in the Vroozi Content Manager.
Workflow & Rules
The rules for email submission, document submission, and approval can be organization defined and maintained quite easily. It’s very easy to define email aliases and user group targets for communication and refined rules for structured document submission (invoice, shipping notice, etc.) which can be routed based on company codes, plant codes, cost centers, and other organizational details enabled in the Accounting section. Similarly, purchasing requests can be routed to the right approver group based on company codes, plant codes, cost centers, etc.
When it comes to purchase requests, the rules support the financial approval workflow or the sourcing approval workflow. Unlike many last-generation tactical e-Procurement / tail-spend platforms, Vroozi understands that even tactical and tail-spend purchases will require organizational approvals beyond Finance / Budget Owners. IT will have to approve software and hardware purchases. MRO will have to approve replacement components (as being sufficiently compatible with existing systems and products). Risk and Compliance will have to approve services. And so on. For Finance, workflows can be spend limit or staircase based, auto-forward to the next group or approver if the first group or approver is not available or does not respond within a time period, and define a global fallback approver (who can have single-approver override status). Sourcing approvals can be defined by request type, supplier, category, or product type.
ERP & Connection Management
As noted above, Vroozi integrates with a number of applications for Tax, ERP, AP and other Master Data Management solutions out of the box. Connecting to these is simply a matter of providing id and connection keys. For example, there are out of the box connectors for Quickbooks, NetSuite, and Xero.
Vroozi also supports an extensive API which can be used to configure connections to (custom) ERP instances and other master data systems for suppliers and products. The API calls and keys can be updated through the connector manager.
Budgets
Vroozi can maintain budgets natively in the platform or pull them in from the system you use for Budgeting. This allows every request to automatically be checked against available budget.
Organizations
The Vroozi platform can support multiple purchasing units, plants, approval groups, and projects as well as supporting full definition of the chart of accounts, company codes, cost centers etc. Each purchasing organization and plant can have its own code that can be used in budgets and routing rules. Approval Groups group approvers into a group with a similar function that can be used for routing inquiries and documents for approval (versus routing to individuals, allowing for faster processing and workload distribution). Projects are associated with a company, a unique code, a time period, possibly a parent project, and, in addition to this information, only needs a name. Quick to setup and easy to track spending against a project. The chart of accounts captures the companies GL codes and related information and the cost centers captures the cost center hierarchy of the organization.
Accounting
From a Finance/Accounting perspective, the Vroozi platform is very configurable. The organization can decide whether or not they want to support multiple purchasing units or plants, profit centers, cost centers, classes, locations, location types, projects, customers, WBS elements, and even GL accounts within the platform.
Company Profile, Locations, Users, Currencies, UoMs, Categories, and other Standard P2P Data
All of the master data can be maintained by the customer organization administrators through the Master Data Module of the Vroozi platform.
Help Portal
Vroozi ships with an extensive help portal that covers the entire system functionality. In addition, for every customer, they can insert custom documents, videos, application links (to appropriate screens), and even searches as desired by the customer to help their users.
Supplier Portal
The Vroozi Supplier Portal is where suppliers access their orders, notify the buyer of shipments, flip POs to invoices, and check their invoice (and payment) status.
On the home screen, the supplier sees a summary of their orders, ASNs, pending invoices, and payments and can quick click into their profile (for maintenance), users (for maintenance), purchase orders (to see historical, with new at the top), shipping notices, invoices (to see historical, new at the top), and their payment status.
With respect to invoice submission in the Vroozi platform, a vendor can:
- flip a purchase order (PO) to an invoice, simply by selecting the PO, verifying the quantity shipped, and submitting the invoice (and they can override the price or tax fields, but that will result in a failed match and there will be no straight through processing)
- submit an invoice in a standard encoding, including CXML or EDI, through an API
- submit a PDF invoice through the platform or a well-defined e-mail address
In these scenarios:
- the invoice goes into the queue for processing
- the invoice goes into the queue for processing
- the invoice gets sent to the the AI invoice processor that auto-extracts the information for the buying organization (and then, when the buyer AP manager logs in, presents the PDF invoice side-by-side with the processed invoice for verification for easy confirmation and correction, and then the invoice goes into the queue for processing)
Once the invoice is in the queue for processing, the matches are applied, and if they succeed, it goes straight for approvals, and if the invoice is against a blanket PO or contract and in budget, it can be auto-approved and go straight to posting, which can get the Vendor paid fast (and gives the Vendor a reason to use the system).
Note that we did not mention RFQs because Vroozi has streamlined the RFQ process for Vendors and when a vendor gets an email invite, it takes them right to the RFQ response page where it’s usually just a matter of providing their price per unit and submitting the bid. They can change the due date, quantity (if they can’t provide the total requested), or even the part number (if they believe they have a viable substitute) if they want to, knowing that it may decrease their odds of winning the bid. This makes sure they don’t lose it in a list of events in the portal or have to go through unnecessary steps just to submit a quick bid to an RFQ.
All in all, Vroozi is a very extensive, and complete, P2P solution that is perfect for Mid-Market and larger enterprises who need an easy to use system that can be customized with multiple views for multiple sub-units, whatever those may be.