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The following is the audio-synchronized version of the Elcom Pecos Demonstration, featuring the SaaS Solution that powered the millions of dollars in savings for the Oakland Unified School District. To learn more about the Oakland Unified School District initiative here is the link to a radio interview with the District's Procurement Director Michael Moore (Feb. 16th, 2011): http://www.blogtalkradio.com/jon-hansen/2011/02/16/success-amidst-failure-how-oakland-usd-realized-the-promised-value-from-procurement-automation Essential Connections Blog: http://elcomusa.wordpress.com/
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© ELCOM 2011
PECOS Overview
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11Buyer
Search
PECOS
1. Search for Products or Services
1. Buyer login2. Buyer searches for
items in:a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier)b. Supplier Web storefront (cXML punchout)
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PECOS Logon Page
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Home Page
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Search Supplier Catalogs – Hosted or External Marketplaces
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Hosted Catalogs – Search and Select Items to Add to Requisition
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External Marketplace – Browse, Search and Select Items
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Build Shopping Carts on External Sites
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Transfer Shopping Carts to PECOS Requisition
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11Buyer
Search
PECOS
2. Complete & Submit Requisition
22Requisition
1. Add items to requisition
2. Additional data – optional if defaults to be edited:a. Shipping infob. Payment-pcard or invoiceb. Attachmentsc. Financial tracking codes at header or linesd. PO number-manual entry or system will generate
3. Submit – approval optional
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Shipping & Billing Information
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Financial Allocations
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Submit Request – Approvals Invoked
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Approver
11Buyer
Search
PECOS
3. Approval
22Requisition
1. Approver receives eMail
2. Approver logs in and navigates to inbox of transactions pending approval
3. Reviewa. can be editedb. can be returned
4. Submit approval
33
Approval
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Inbox for Routed Transactions
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Approval Summary and Actions
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Supplier
Approver
11Buyer
Search
PECOS
4. Purchase Order Transmission
22Requisition
1. Approved Requisition is converted into PO(s)
2. Supplier receives POa. eMailb. cXML33
Approval
Purchase Order
44
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Status Search
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Review Status, Perform Tasks
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Audit Trail
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Supplier
Approver
Receiver
11Buyer
Search
PECOS
5. Delivery & Receipt
22Requisition
1. Goods/services delivered
2. Receiver enters receipta. Receipt date, packing slip, product condition trackedb. 3-way matching supportedc. Return tracking supported
33Approval
Purchase Order
44
5a5aGoods/Service Delivered
Receipted Goods
5b5b
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Receipts & Returns
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Supplier
Approver
FinanceDept
Receiver
11Buyer
Search
PECOS
6. Supplier Invoicing
22Requisition
1. Supplier issues Invoicea. Paperb. Electronic (cXML)
2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS
33
Approval
Purchase Order
44
5a5aGoods/Service Delivered
Receipted Goods
5b5b
eInvoice6a6a
Paper Invoice
6b6b
© ELCOM 2011
Invoice Posting and Entry
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Supplier
Approver
FinanceDept
Receiver
11Buyer
Search
PECOS
7. Invoicing Matching & Settlement
22Requisition
1. Invoices Matched (2- or 3-way matching supported).
2. Settlement workflow routing (Optional) for action or approval:a. Matched invoices b. Mismatched invoicesc. Credits & returns
33
Approval
Purchase Order
44
5a5aGoods/Service Delivered
Receipted Goods
5b5b
eInvoice6a6a
6b6bPaper Invoice
77
Invoice Matching
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Matching and Settlement
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Supplier
Approver
FinanceDept
Receiver
11Buyer
Search
PECOS
8. Import Transaction Data to Finance System
22Requisition 1. Export batches
generated (orders, receipts, returns, invoices, as required)
2. Export data posted to Finance System
33
Approval
Purchase Order
44
5a5aGoods/Service Delivered
Receipted Goods
5b5b
eInvoice6a6a
6b6bPaper Invoice
77Invoice
Matching
Export and Post to Finance System
88User or Automated Process
© ELCOM 2011
Reporting
Suite of 14 Standard Reports
Purchasing activity Requisition and PO details Requisitions and POs by status Orders by supplier Category analysis Orders by financial segment Monthly purchasing activity Outstanding receiving ……
Exportable to Adobe PDF or Microsoft Excel format
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Many Reports Contain Multiple Data Views, Drilldown Functionality
© ELCOM 2011
Users with administrative privileges can maintain the following data: Company hierarchal levels and settings Procurement cards Users, business rules for users, assigned privileges Approval criteria Approver role assignments Approval groups Catalogs and Suppliers Supplier access rules Financial tracking codes Financial tracking code access rules Report access
Administration Subsystem
© ELCOM 2011
Administration
