Procurement Workflow Management System
For the Client User - Corporate Buyer
Office product and stationery procurement remains a challenging, and often despised task and responsibility for most businesses. We all use these products within the workplace, so there are always needs that require fulfillment. The sheer range of products available is often overwhelming and from a financial perspective, spend is difficult to manage.
Customisable & Scalable
Cost Centre Baskets
Branch & Department Management
Reports & Analytics
For the Stationery Dealer
Managing client purchasing centrally with QuarterMaster offers the dealer many benefits: Live pricing eliminates the need for time consuming quoting, product requirements are detailed correctly on orders reducing product returns, efficiencies are optimised and the overall client experience is improved.
Reports & Analytics
Live Client Pricing Matrixes
Training & Support
Mobile Dealer Solutions
The QM Dealer solution offers various enterprise applications, utilities and solutions in a mobile environment. Industry catalogues and updated datasets ensure that client and supplier interactions occur in real time.
Designed to meet the requirements of the South African market, QM Dealer offers a dynamic quotation system, CRM utilities, supplier, catalogue and product management with strong reporting capabilities, all in the cloud so you can manage your business wherever you are.
Scalable middleware offering full client and accounting integration, while managing key business processes on the move.
Simple, Efficient & Easy To Use
- Pricing Management
- Customisable & Scalable
- Workflow Management
- Client Configuration
- Integration & API
The Product cost pricing is managed seamlessly and intelligently with QuarterMaster. Supplier price lists are used to keep the cost pricing updated, ensuring accurate cost representation across the entire range of published brand products. The system uses these costs as the basis to configure client pricing. A pricing matrix can be configured and applied to an individual client, that through a markup process publishes client pricing dynamically for the entire catalogue.
Client pricing is influenced by volume and other factors, and once this has been determined, an overall markup percentage can be applied to the client. The matrix can be further configured to specific categories of product.
Pricelists can also be established with specific selling prices for each product and allocated to any client or cost centre. These product prices remain firm until edited and this pricing takes precedence over any matrix allocation. Contract pricing is managed in a similar fashion to the pricelist, although the contract pricing is managed over the entire contract term.
Any client who has a pricing matrix applied to their account, does not have a pricelist allocated and has no products under contract pricing, has their purchase price dynamically calculated by the system according to the system cost prices. A change in cost price for any individual product within the catalogue will result in a change to all the clients' purchase prices of that product according to the markup value established by the pricing matrix.
Having been positioned in, and been providing digital solutions to the South African Office Products and Commercial Furniture sector for more than 20 years, we have had the opportunity to work closely with all the top manufacturers, brand custodians, wholesalers and suppliers. Through this involvement our content management team has assimilated all the respective brand and product information into an industry catalogue which we keep updated and current. Product information, specifications, imagery, variations, and other multi-media content is collected, vetted, edited and then updated on the Quartermaster platform.
Quartermaster comes loaded with the full Stationers' Catalogue. The catalogue offers a comprehensive representation of the major office product brands and wholesale distribution products in South Africa. All that the dealer has to do, is to deselect the brands and products that they choose not to represent and a personal and business-specific catalogue and product listing is generated. Simple product categorisation also ensures that products are published according to the target market requirements. Products can be added to compliment the dealer product offering.
Workflow processes that manage document and procurement processing along the usage chain can be devloped and implemeted for each individual client.
Requisition Interface - Workflow processing is initiated by the user at the point of need through the generation of a product requisition. Users manage their own profiles and can manage the content of their product baskets if these have not been locked.
Authorisation - The cost centre administrator receives a copy of the requisition by email, which they can either authorise or reject directly from their mail. The administrator also has the ability to edit the requisition and a message is sent back to the user informing them of these changes.
The Purchase Order can either be collated under one company order or as individual cost centre purchase orders to ensure distribution directly to the cost centre.
Requisition processing can be automated in cases where authorisation is not required as part of the procurement process. The requisition is automatically processed into a purchase order.
Purchase Order Processing - Purchase orders can be collated and processed by an administrator, or the system can be configured to send all the purchase orders on a specific day and time to coordinate delivery.
The purchase order processing can also be automated, which results in a requisition being sent directly to the stationer as an official order, once it has been processed.
Goods Receiving Interface - For clients who manage a store at company level or stock at cost centre level, the system's goods receiving interface offers order validation and fulfillment opportunities, with back-order management capabilities.
Picking Slip - Once an order has been captured in the goods receiving interface, the system emails the users who have placed requisitions collated within the particular purchase order a picking slip initiating collection of the available ordered products.
Critical Stock Management - A critical stock item is one that if not replenished immediately after depletion, will influence the user's working ability. The critical stock management system ensures sufficient stock availability of all critical items.
The system is fully configurable and scalable, offering the client unlimited configuration options.
To accommodate national contracts, multiple branch setup can be facilitated under a single account, irrespective of regional pricing differences or not. The client company can be further segmented into the required cost centres or departments. An administrator(s) is allocated who authorises and processes requisitions from users within the cost centre. Cost centre-specific product baskets can be loaded specific to the individual needs and requirements of each department and these can be further locked to prevent maverick spend.
Users are assigned to a designated cost centre and their requisitions reflect the delivery address and other cost centre details. Cost centre administrators authorise and process the requisitions for the specific cost centre and budgets can be established to help manage spend. Company administrators have the ability to manage the account, authorise all documentation, create cost centres, assign users and access reporting.