Describe the need
Assistance helps describe the product or service, quantities, location and required date.
THE SOURCING FORCE WORKFLOW
Purchase orders.
Start with a clear request.
Prepare purchase orders from a structured request: gather the need, quote, items, supplier and cost allocation, then follow your approval workflow. Your ERP/S2P remains authoritative for commitments and orders.
Focused demo · Free assessment · Pricing on request
THE FILE TO PREPARE
- Need & site
- Quote & items
- Allocation & approval
Sourcing Force + Buy Made Easy
A clear request, even for an exceptional purchase.
A need submitted without a usable quote, date or budget allocation repeatedly returns to the requester.
Sourcing Force centralises one-off purchase requests, with AI assistance to help prepare the necessary information.
Buy Made Easy, the single supplier for assigned purchases, then takes over discussions with the relevant suppliers.
Inside Sourcing Force
A look at the workflow in the application.
The starting point
A purchase requisition that gives context.
A purchase requisition formalises what a user needs before an order is committed. It describes the need, recipient, quantities and constraints relevant to the decision. A clear file avoids searching through multiple messages for this information.
For class C purchases, the variety of suppliers and quotes makes this preparation particularly useful. Value alone does not show whether an item is compatible, delivery is needed at another site or a service visit needs preparation. Include these details from the start.
Procurement AI to guide requesters.
Use the quote
AI supports reading the document and preparing useful request fields.
Complete the file
Missing information and discrepancies are flagged before the approval workflow continues.
Information that matters
Purchase orders start with a clear requisition.
The operational need
Specify the use, required product reference and quantity. For a service, describe the outcome and location. The requester provides context; the technical owner confirms the requirements.
The terms of the offer
Compare the quote with the requested items, stated lead time and proposed terms. Identify discrepancies to clarify with the supplier before sending the file to the approver.
Organisational data
Identify the relevant branch, cost centre or project. Link the supplier and contacts to the correct scope so that subsequent steps remain clear.
A clear workflow
From stating the need to making the decision.
Information moves between teams. Responsibilities stay clear.
- 01
Request
Describe the actual need and attach useful details. A precise reference is better than a general description.
- 02
Document
Gather quotes, quantities, contacts and cost allocations. Identify missing information and its owner.
- 03
Verify
Review the file's consistency, technical compatibility and purchase terms. Handle exceptions before commitment.
- 04
Transfer
Send the file into the agreed workflow. The ERP/S2P retains control of approvals, commitments and orders.
The client's ERP / S2PSystem of record for rules, approvals, commitments and orders.
A preparation checklist
Every data item serves a purpose.
| Information | Question to resolve | Business owner |
|---|---|---|
| Product reference and quantity | What exactly is required? | Requester and technical owner |
| Site and deadline | Where and when must the need be met? | Operational team |
| Cost centre or project | Where should the purchase be allocated? | Budget owner |
| Quote and supplier | Which offer supports the decision? | Procurement and approver |
Inside the application
The Sourcing Force pre-order.
The pre-order screen brings together the supplier, branch, contacts, quote and items. It illustrates file preparation before the purchasing workflow continues.
Enlarge the screen ↗Your initial scope
Start with a representative request.
Choose a recurring purchase based on a quote and a more difficult one-off request. Record commonly missing information, rework and people involved. The demonstration can then focus on your workflow rather than a list of fields.
Sourcing Force structures information and tracking within the agreed scope. Supplier communications are centralised and recorded. When BME provides outsourcing services, its teams carry out the agreed operations; your organisation retains decisions and commitment rules.
For class C purchases, the aim is to send a usable request to the right person. AI quote-reading uses and their checking rules are explored on the Automation page.
One portal, several purchasing workflows
Purchase requisitions across your spend
MRO and industrial supplies
Technical specifications, urgent requirements and multiple distributors make small industrial orders difficult to manage.
Explore the process →
Personal protective equipment
An order for gloves or footwear still needs the right size, product reference and specifications for the task.
Explore the process →
Testing, measurement and certification
Without a defined deliverable, method and deadline, a one-off testing service becomes difficult to accept on completion.
Explore the process →
Heating, ventilation and air conditioning
Technicians need parts and services quickly while allocating each purchase to the right site or project.
Explore the process →
Pallets and handling
Separate orders for each warehouse make specifications and delivery dates difficult to reconcile.
Explore the process →
Small IT equipment
Adapters, monitors and peripherals are often bought urgently from several distributors.
Explore the process →
Point-of-sale displays and marketing
A marketing campaign brings together printing, point-of-sale displays and promotional items from different suppliers.
Explore the process →
Freelancers and services
A one-off assignment becomes harder to track when requirements, deliverables and approvals are scattered across separate conversations.
Explore the process →
Business travel and events
Hotels, venues, transport and MICE services create fragmented bookings, sometimes committed outside the procurement process.
Explore the process →Prepare your project
Implementation questions.
Is a purchase requisition a purchase order?
No. A requisition states and documents the need; the order formalises the commitment under the client's process. Moving from one to the other requires your organisation's approvals.
Can we prepare a file without an identified supplier?
Start with the need and available specifications. Supplier search then becomes a processing step. When BME is assigned this work, your teams define its scope.
What should we bring to a useful demonstration?
An anonymised quote, a sample request and approval rules are enough to describe an initial scenario. Include required cost allocation data and frequent exceptions.
Your next step
Make room
for the purchases that matter.
Let's discuss your class C purchases and how your organisation works.
Request your free assessment.
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