Purchasing Use Cases

We are often asked how to purchase services using Unimarket, given that services are high variables in nature; and yet to be consumed at the time of order. However, services are not all the same and the best method for purchasing services really depends on the specific use case.

To this end we have outlined the multiple ways services can be managed via the Unimarket platform.

 

Invoices

The most obvious option for managing services is via invoice approval, after the supplier has completed the service and sent an invoice. Often this is the simplest path, yet the downside is a lack of upfront spend approval and visibility.

Processing and approving invoices in Unimarket is made easy via the Invoice module. And delegated approval is electronically managed the same as purchase orders, to ensure compliance and visibility. 

Use Cases: Ad-hoc services, new suppliers, utility bills, basically any service!

 

Blanket Orders

Blanket orders are a good way to add additional control and visibility to services spend. A blanket order is best used if your organization knows it will spend a specified amount with a supplier over a specified period of time.

For example, if you are undertaking a consulting or construction project. The community can create a blanket order for the budgeted amount and duration of the project. Using Unimarket, you can route the blanket order for approval which will pre-approve the funds for the project and give your organization visibility of the upcoming spend.

Upon approval of the blanket order, your organization can share the blanket order number with the supplier and ask them to submit their invoices against the blanket order number. When the supplier submits their invoices there is a simple accept/decline of the invoice, by the creator of the blanket order. This ensures spend is managed and the value of each invoice is subtracted from the available funds on the blanket, so you stay within the intended budget. No rouge overspend!

Use Cases: Projects, consulting, long term supplier engagements like retainers, regular spend with a supplier where the amount is known , existing suppliers, spend for a specified timeframe e.g. quarter 1.

 

Request for Quote (RFQ)

Using an RFQ, communities can request a service from one or more suppliers at once. And receive their electronic quotes back through Unimarket. This requires a bit of planning. However, the advantage of this approach is that the quote amount goes onto an approved order so the spend is recognized up-front. The invoice should also match the amount in most cases, which streamlines the invoicing process.

Use Cases: Planned services where the service is being requested upfront, purchasing where you want to drive supplier competition e.g. a quote for a marketing event.

 

Non-Catalog Orders

It can be harder to raise a purchase order upfront for services not yet received. But its not impossible! Raising a Non-Catalog order is a great idea to ensure you have the spend approved up-front and you are using an approved supplier.

Unimarket has built several features to make it easier to purchase services using a non-catalog order. Firstly, communities have the ability to specify an amount 'range' so you can allow for additional flexibility when the invoice arrives. Secondly, invoice matching will automatically route invoices for approval that don't match your order. This means that there is still value in having a pre-approved order (visibility), even if the invoice value differs.

Use Cases: Existing suppliers, services where you have an idea of the cost (phone quote, etc.).