Below are the Frequently Asked Questions on SeamlessProcure
1. What is 3-Way Matching
Answer: The 3 way matching process is carried out after an Invoice has been received, the system reviews the details of the Invoice received and carries out a validation to ensure that what was ordered and what was received is what is being Invoiced. This is to prevent any cases of over or under payment for items received. At each point in time, the amount received must equal the amount to be invoiced.
2. How to remove Vendors?
Answer: You can remove an active Vendor at anytime by using the deactivate Vendor option on the Vendor Management home page.
3. How is spending impacted on budgets?
Answer: When an order has been marked as paid in the Invoice module (confirming that payment has been made), the value of that order will be deducted from the Budget.
4. Can I cancel a quotation?
Answer: Yes, a quotation can be cancelled at any point between when the request is initiated and the purchase order created. This can be done by navigating the request from the quotation module and using the “cancel” action.
5. Can I track the status of my order?
Answer: You can track the status of a purchase order by navigating to the purchase order module and searching for the specific order, once there you will be able to view the current status of the request.
6. How do I select Vendors to send an RFQ
Answer: A user can select vendors in 2 ways for an RFQ
- Manually - Using the manual selection option, the user can search and filter through all available vendors that have been onboarded successfully and have the status “active”. Any vendors can be selected using this option based on pre-selected filters
- Recommended -The recommendation system will allow the Seamless procure system to guide the vendor selection process by recommending the most suitable vendors for each request based on pre-provided information. The user is able to provide details on which type of Vendor is required and the system will review the organisations Vendor database and recommended a Vendor.
7. How do I view Vendor responses to my request for quotes?
Answer: Once a request for quotations has been sent out, users with the permission to manage the procurement central module can navigate to the Quotation section and view any pending quotations. From here you can
1. View the details of the RFQ sent out
2. View vendor responses (View quotations received)
3. Cancel the RFQ
8. How do I track Budgets?
Answer: You can navigate to the budget module or the central budget module and search for the respective budget. Using this option, you can view the current position of the budget as well as spending that has been completed or is currently on-going on the selected budget.
9. Can I cancel a Purchase order?
Answer: Yes, a Purchase order can be cancelled at any point between when the request is initiated and the items are received.
10. How can I request for an Invoice?
Answer: Once a set of items have been received from the receiving module, the items are automatically populated in the Invoice section awaiting invoices. The user is able to then initiate a request for an invoice from the vendor, which is then generated and sent back from the Seamless Vendor Portal.
11. How can I mark an order paid?
Answer: Once payment has been concluded for invoices received, the payment receipt can be sent to the Vendor to confirm receipt of the payment. The vendor confirming payment for an order completes that order, where the items were partially received and invoiced the order will be marked as partially invoiced pending receipt of outstanding items.
12. What is the vendor Catalog?
Answer: Every Vendor you invite successfully into the Seamless Procure system will be given access to the Seamless Vendor portal to transact with you. This will include our Vendor Catalog that enables them upload and display real time prices of their products that all users can view in the “Purchase Requisition” module when they use the “add from catalog” option.
13. What are vendor Contracts?
Answer: The Vendor contract feature allows you to store existing contracts with vendors on the Seamless Procure system. This makes it easy to retrieve information about your various contracts as a click.