Problem Description

Our Group is made up of a parent company (called UMG) and subsidiaries. We are looking for a supplier relationship management solution that covers all stages of the Purchasing process, in the broadest sense of the term, from upstream stages (supplier management, needs management and calls for tender) to downstream stages (order management, management of incoming invoices and feeds to financial functions), without however going as far as accounting data management or payment execution. The solution must be modular: the upstream components of the target solution must be able to be used independently of its downstream components (they must be able to connect with other downstream components, which may be installed in certain subsidiaries). From an organizational point of view, supplier management, steered by the Group Purchasing department (at UMG level), is intended to serve as a common repository for the entire VYV Group; the management of purchasing requirements, orders and incoming invoices are modules that can be used in the Group's various subsidiaries, depending on opportunities to replace their current tools. The tool we are looking for will enable the Group Purchasing department (at UMG) to: manage suppliers in a supplier repository, evaluate them, control supplier risks; manage needs, issue RFIs and RFPs, take cognizance of offers received, compare them; manage contracts with suppliers, in connection with a contract repository located at the Group Legal department; manage purchasing activity (tracking files, purchasing performance information, reporting by theme, team, subsidiary, etc.). It will enable operational departments to: propose new suppliers, evaluate existing suppliers; express needs; receive suggestions from suppliers already in the repository (sourcing); access RFI or RFP-type documents to trace the competitive bidding process, consult responses, work in collaboration with the buyer on his or her file (filling in the evaluation grid, etc.); place orders (with workflow management ...): there is an initial request and one or more validations, which translates into the management of different roles in the tool); validate invoices (again with a workflow). Suppliers will be able to: update their files; download and upload order-related documents (RFI, RFP, etc.); download purchase orders; upload delivery notes and invoices. It will be used by the accounting department to: recycle invoices received which have not been automatically reconciled with purchase orders; identify purchase orders which have not been followed by an invoice, in order to create "invoices not received" in the accounting system. As an option, the tool selected is required to be registered as a "prestataire de dématérialisation partenaire" (or "PDP" as defined by French regulations), to manage incoming and outgoing electronic invoices (including e-reporting).