Solution Overview
Norming Procure to Pay is a powerful web and mobile solution that streamlines the entire purchasing process. Fully integrated with Sage 300’s PO and finance modules, it covers every step of procurement, from purchase requests and RFQs (Request for Quotes) to receipts, invoices, and payments.
It’s a modern P2P solution with advanced OCR and AI technology to automate data capture, significantly reducing manual entry errors and speeding up processing time. With flexible and automated approval workflows, budget control features, the solution greatly help organizations to get real-time visibility into spending.
Purchase Request
Vendor Contract Pricing
Integrates agreed-upon pricing from vendor contracts directly into the purchase request process. Helps users automatically reference the correct prices, reducing discrepancies and ensuring compliance with negotiated terms.
Enhanced Permissions
Allows organizations to set specific permissions for users based on vendor, item catalogs, and locations. Enhances control and governance by restricting access to only authorized vendors and items, helping prevent unauthorized purchases.
Auto-Generation
Automatically converts approved purchase requests into purchase orders, streamlining the order process. Saves time and reduces manual errors, ensuring that POs are accurately created and sent to suppliers without unnecessary delays.
Automatically generates and emails a PDF version of the purchase order to the specified supplier or any internal user.
Partial Approval
Allows approvers to partially approve a purchase request, enabling items to be partially processed while others may require further review. Increases flexibility in the procurement process, allowing urgent items to be ordered without delays.
Non-existing Vendor
Users can submit a purchase request for items from vendors that are not yet in the system, initiating a process to evaluate and onboard new suppliers. It facilitates the flexibility to source from new vendors, promoting business opportunities and potential cost savings without being limited to existing suppliers.
Non-existing Item
Allows users to create purchase request with items not currently in the inventory or catalog, enabling the purchase request process to continue smoothly. It ensures that urgent purchasing needs can be met without waiting for a formal catalog update, enhancing responsiveness to business demands.
Real-Time Budget Validation
Automatically checks purchase requests against allocated budgets in the GL and project and job costing modules at the time of request submission. It prevents overspending by ensuring that requests are aligned with available funds, enhancing financial control.
Warning or error message will be popped up to users when a purchase request exceeds budget thresholds. Additional over-budget workflows can be configured to inform users and approvers in real-time, allowing them to make necessary adjustments or seek further budgetary approvals before proceeding.
PO Receipt
2-Way Matching
Ensures the quantities and prices of good received match what was ordered in PO.
Over-Receipt
Pop up warning of error message when the quantity of goods received exceeds what was ordered, ensuring that the organization does not pay for excess items unless authorized.
PO Invoice
3-Way Matching
Ensures that the purchase order (PO), receipt, and invoice all match before payment is processed. It reduces the risk of overpayments or fraud by automatically comparing the quantities, prices.
Over-Invoice
User can set specific thresholds (e.g., a percentage increase or a fixed dollar amount) that, when exceeded by an invoice. Alerts the finance or procurement teams when a discrepancy is detected, ensuring prompt attention to potential issues.
PO Invoice with OCR
Optical Character Recognition (OCR) and machine learning technologies help capture and digitize data from PDF purchase order invoices. This eliminates manual data entry by automatically extracting information like item descriptions, quantities, and prices, speeding up the invoicing process.
AP Invoice
AP Invoice with OCR
Enabling the system to digitize incoming Non- PO invoices, extract relevant data. It streamlines the validation process, reducing manual errors and improving processing speed.
AP Payment
Automate payment approvals and supports bulk payment, adjustment, ensuring timely payments.
Benefits
Mobile/Web Access
Users can access the system via mobile devices or web browsers from anywhere to increases user engagement and responsiveness.
Workflow engine
Customizable workflows with notifications cover the full P2P cycle: including: purchase request, receipt, invoice, payment processing, and exception handling. The workflow streamlines processes, ensures compliance with company policies, and enhances efficiency by automating routine tasks.
Reminders
Automated reminders for pending approvals. It prevents missed deadlines, ensuring timely fulfillments, payments and adherence to schedules.
Attachments
Ability to attach supporting documents (e.g., purchase orders, contracts, and correspondence) directly to all P2P transactions. It centralizes relevant information for easy reference, enhancing transparency and reducing the need for back-and-forth communication.
Sage 300 Integration
Seamless integration with Sage 300 purchase orders (PO), accounts payable (AP), project job costing (PJC), the tight integration ensures data consistency across systems, streamlining financial operations and improving reporting capabilities. It automates data transfer between the P2P platform and Sage 300, reducing manual entry errors.
