Solution

For a company as massive as Melmark, they handled all their procurement on Excel and paper. This meant they had to deal with stacks of paper, and it was time-consuming and took a lot of space to store them. In short, It was a painstaking process.

They purchased a lot of different things, usually one-off stuff, and the vast majority of their purchases aren't necessarily cataloged purchases. Because of the needs of the individuals they serve and their buying habits. Frequent non-catalog purchases meant they were constantly exposed to risks, noncompliance, and little to no cost savings.

They wanted to digitize their procurement process and bring all their non-catalog purchases onto the system To get visibility into what's been purchased. They were looking for a procurement software that will streamline purchasing and send notifications to people involved in the process.

Going digital will help Melmark get rid of an incredible amount of paper. It is important to note that their non-catalog purchases accounted for 55-60 percent of their overall purchase. They wanted visibility into their budget and the ability to create reports. On top of automation, they also wanted to reap the cost benefits of having a procurement platform in place, which would also improve their overall efficiency.

Through Kissflow Procurement Cloud, Melmark automated its procurement process. Digitization of the PO process resulted in complete transparency throughout the process, eliminating delays in the purchase order process. Requestors were able to track their POs easily, and approvals were much easier to obtain. The automatic notifications were the cherry on top. A great advantage that Melmark experienced was Kissflow Procurement Cloud's ability to access it from anywhere in the world at any time.

To take stock of the brand's non-catalog purchases, we designed a flow where every non-catalog purchase goes through a supplier onboarding process. We ensured that there is always a contract in place against every non-catalog purchase. Upon supplier acceptance, the purchase order assumes the status of a binding contract, solidifying the transaction. After the supplier delivers the products on the specified date, they undergo rigorous quality assessments, upholding Melmark's commitment to excellence.

In the event of discrepancies, a streamlined return process ensures swift resolution and replacement, if necessary. Once the supplier sends invoices for payment, they are processed swiftly through integration with Melmark’s accounting system. Invoices undergo an automated three-way matching process to validate accuracy and completeness. Upon successful matching, payments are promptly processed, reinforcing Melmark’s culture of punctuality and reliability.

By streamlining its procure-pay process, Melmark achieved complete transparency in purchasing. The amount of customization available in Kissflow Procurement Cloud simplified the system's information flow and significantly sped up the purchasing process.