Purchasing

SPUD puts you in total control of your supply chain

SPUD Asset Management

Features:

  • Total control of your supply chain – set up and manage multiple suppliers across multiple projects
  • Airtight audit trail
  • Add and check multiple GRN / PODs – individually or in bulk
  • Automatic vehicle CO2 emissions reports
  • Automatic purchase order-to-invoice matching – no more tedious invoice data entry!
  • Place call-off orders to maximise your buying power
  • Requisitions made easy! Save up to 90% of labour time on requisition processing

SPUD puts you in total control of your supply chain:

As everyone with the full weight of a supply chain on their shoulders is all too aware, it’s only as strong as its weakest link… And the bigger your company grows, the more projects you have on the go and the more suppliers you deal with, the more links you add to that chain…

Complicated doesn’t begin to describe it – as you well know! That’s why the development of this area of the SPUD system has been particularly painstaking. We knew from the outset that it would have to meet the exacting demands of some of the construction industry’s toughest taskmasters. And to that end, we’ve ‘downloaded’ as its foundation and framework all the formidable knowledge and skills of a seasoned professional with 20years’ experience buying for high-end commercial construction projects.

So SPUD really knows its onions!

Not that it presumes to tell you how to do your job! Quite the opposite – we think you’ll be impressed by the way it adapts to doing things your way and puts you in complete control of your supply chain. And in our experience that’s a first!

Here’s how it works – there’s a lot to talk about here so we make no apologies for going into detail on this one!

Uploading materials

First of all you invite all your suppliers to upload materials and set up an individual category unique to you, within which they can set up sub-categories. They then populate the category by importing their products from a spreadsheet before adding images, technical data, MSDS (Material Safety Data Sheets) relating to each product.

But none of these products will be available for purchase until you, the customer, (or your System Admin) approve them.

In the meantime you can add categories to each user’s page according to location or product requirements for a particular project. Similarly, you can set up multiple suppliers to use on a single project or split suppliers over different projects. And although your supplier can amend prices, product descriptions and codes – but, again, nothing goes ‘live’ until approved by your System Admin

Staff see only what you allow them to see

And although SPUD puts all the products and categories they could need at their fingertips so they can see product number, product name, product description, unit of measure and any associated technical documents… they only see prices if you’ve allowed them to!

Purchasing is simplicity itself

Buying is simplicity itself. Your user just picks the products they want by adding the desired number to its quantity field before clicking ‘ADD TO BASKET, which adds their selections to a request page.

Having selected the appropriate project, they can add notes indicating ‘internal’ (for your buyer) or ‘external’ (for a supplier), attach documents such as booking-in details, site safety guidelines for the driver against the specific request. Finally, clicking PLACE ORDER sends it for approval.

Approval

You’ll already have set up spend limits for each user – so if the orders under the limit it goes directly to the supplier, with an automatic confirmation to the buyer by email. If the order value’s above the user’s limit it’s sent for approval to the buyer – who can make any necessary adjustments, from deleting lines and altering prices to changing the set supplier or cancelling the order. You can set all users spend limit to zero, so all orders come to you for approval.

On approval the supplier gets an email confirming the order’s been placed. Logging into their portal, they can view the details before confirming they can deliver by adding a delivery date and time (or separate delivery dates for each line where necessary). SPUD even enables you to confirm the delivery vehicle’ registration number. Combined with the vehicle’s CO2 emissions rate, supplier postcode and delivery postcode, that information is used automatically to create the CO2 emissions report.

On confirmation by the supplier, the users and up to four other email contacts receive email confirmation of delivery date, time and vehicle details (they can attach any completed booking details). And to make the delivery even more efficient, you can also attach your project’s logistics teams email address here and they’ll be automatically notified when a delivery’s on it way.

Proof of Delivery/GRN – by individual product or in bulk

Your project staff can add and check a GRN / POD (proof of delivery) to the purchase order, either individually or they can BULK UPLOAD GRNs by pulling all files into the system at once so that they’re automatically allocated to the purchase order.

No more entering invoice details!

The same goes for the supplier’s invoice – they can simply allocate an invoice to the purchase order or BULK UPLOAD INVOICES by pulling all files into the system so that they’re automatically matched to the purchase order.

It’s just as easy for your accounts department, who’ll now have all invoices, GRNs and purchase orders ready for matching – a piece of cake with a dual screen – and they simply tick to confirm that items match. You can import the resulting report directly into your accounts package (Talk to us about APIs: we may already have a facility in place for your accounts package but if not it’s a very simple process). In any event YOU WILL NO LONGER NEED TO ENTER INVOICE DETAILS.

Call off orders – make the most of your buying power

SPUD enables your buyer to place a full order for a particular product (concrete, drainage, etc.) without the costs being immediately charged to a particular project. Instead your project’s users can ‘call down’ what they need as they need it – and it’s only on delivery that the costs are allocated to your project.
It’s stress free too: SPUD allows you to monitor your call-off orders to see how much you’ve called down at any time… And regardless, you’ll be notified as soon as you reach 75% of the total order value and again if and when you exceed it.

Requisitions made easy

The requisition is an age-old tool in our industry – and, let’s face it, a purchase order system can’t work without it. How else would your project staff request something you haven’t ordered before or that’s not available to them in supplier catalogues? Keenly aware that your people’s time is money, we’ve tried very hard to make the process as quick and easy as possible.

So here’s how it works. Your staff member inputs all the relevant information – quantity, description, unit of measure, price if known and possibly supplier (pumping stations, any item specified by client) and notes. To clarify requirement further they can also upload specifications and detailed drawings to assist with pricing and booking-in details for the project. The company buyer then gets email notification that a project has submitted a requisition. The buyer responds by logging into SPUD to view it – and then choosing the appropriate supplier/suppliers from the existing supply chain or adding a new supplier’s details.

When the supplier receives their confirmation email they simply upload a formatted spreadsheet as their quotation. The buyer then receives and reviews all suppliers’ quotes – and selects the items they want to receive from one or multiple suppliers, SPUD will automatically create the required number of purchase orders and automatically allocate the requisition reference. Once the supplier’s confirmed delivery details the buyer receives an email detailing delivery date, time, vehicle details and any notes / documents.

Cut labour time by up to 90%

Depending on the complexity and volume involved, SPUD can save you up to 90% of the labour time you’d usually have been forced to waste on a conventional requisition.

Individual product approval

Of course you’ll have a spend limit for each of your users. But it’s not just the cost you need to control – sometimes you need to control what people order, even if they cost peanuts. For instance, Dave the driver has a spending limit of £50 – but that doesn’t stop him treating himself to a nice shiny new motorway jacket! SPUD puts a stop to buying on a whim because you can set any product as needing approval. So any time anyone orders it, it goes straight to your buyer for approval!

SPUD gives you the ability to:

  • Manage all your internal / external plant hires
  • Set up categories for plant hire to help your users select what the need
  • Add an image, name, description, technical documents, safety guidelines for use, test certificate
  • Reduce Plant Hire invoice queries by allowing suppliers to confirm actual plant items returned
  • Keep your project staff informed what items are being delivered and when
  • Record all off hires and off hire references
  • Give your accounts department access to all invoices and Goods Received Notes

SPUD reports:

  • Full reports view for site and office staff of all equipment on hire
  • Restrict access to costings with user roles
  • On hire plant
  • Externally hired plant
  • Damages
  • Off hired plant
  • CO2 Emissions for all deliveries
  • Cost of Hire filterable by project, plant type and date

About plant hire

Your project can select the plant they require from site from your stock list or categories showing your suppliers products, an email will be sent to your plant manager to confirm the site request, they will have the ability to confirm delivery or send the request to your supplier to supply all or some of the products requested.

Your Plant Manager / the supplier will confirm delivery, time, date, drivers details and vehicle details, all this information is emailed to the project staff. When the plant arrives your project staff will confirm will confirm receipt and have the ability to upload a copy of the goods received note.

Delivery details will also be captured in the KPI report allowing you to track your supplier performance. Delivery vehicle details are added by the supplier and the CO2 emissions is used to record the CO2 created for the vehicle delivering to your project. Both KPI and CO2 reports are exportable in excel format.

Project staff can select plant items and request to off hire / exchange plant items, the supplier and plant manager will receive notification, off hire date will be logged at the point of notification. Once the supplier collects the items they can confirm they have collect the correct equipment or confirm the items collected, this will retain the purchase orders as live for the items not collected and transfer the off hire the actual items collected. Your staff will need to confirm they are happy with this.

The supplier will be able to log any damages to the plant items, if damages are recorded an email with images and a damage report will be sent to your Plant Manager and the Project Manager of the project the items were collected from. No cost is agreed on damages this will for you to discuss with your supplier.

Your supplier can batch upload invoices an these will automatically be matched to the purchase orders. Your office staff will be able to match your invoice and GRN against the purchase order with no manual input required.

Bespoke PQQ’s with customisable options:

  • Free text
  • Yes / No option for answers
  • Multiple choice
  • Upload a document
  • Upload a certificate and add expiry date
  • Select supplier list to receive

About PQQ

The Pre-Qualification Questionnaire (PQQ) is essential to setting up a supply chain, there is key information you need to gain from your supply chain and you need the ability to monitor their certification and insurances.

You can build bespoke PQQ’s for different types of work or sections of your business e.g. asbestos removal, roofing.

Suppliers can log in and complete the PQQ, giving you the ability to return sections with notes confirm the additional information required or add the supplier to an approved supplier list if you are happy with the questionnaire. You and the supplier get notifications when certificates or insurances expire.