Supplier database module

My Intranet integrates into its purchasing management software a complete engine to manage the company’s supplier database.

What are the uses of such a database?

In many companies, each employee making purchases of goods maintains his own list of suppliers, often in Excel or Access. This results in inconsistencies in operating procedures and deviations from the purchasing process. Furthermore, this way of working is not optimal since it creates a duplication of effort in many situations to maintain similar information.

The creation of a centralized database provides a reliable technical answer to this problem. All supplier information is available and accessible in one place. This results in considerable time savings and better consistency in the purchasing processes.

In concrete terms, the buyer knows quickly whether a supplier is already referenced in the database tables. He can then place an order. He knows who to contact at the supplier for any commercial, technical or logistical question.

In My Intranet, this database can be used as a standalone table or in connection with the purchasing management module.

What data is in the supplier database?

The database tracks a lot of data associated with each supplier in the company :

  • The name of the supplier
  • Address
  • A supplier number : accounting code, internal code
  • The different contacts : name, email, phone
  • Order details : default currency, VAT rate, payment term

My Intranet also integrates an advanced management of custom fields. This allows the company to associate an unlimited number of additional data to all vendors to meet each need in a specific way. This structure is particularly flexible since it is possible to decide which data will then be included in the purchase orders as part of the procurement process.

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Supplier creation and editing

The creation of a new supplier in the file is done in a quick way either individually or by using the batch creation module which allows to create multiple suppliers on the fly from an import in CSV format. An ergonomic form is available to facilitate the creation in the system in a few clicks.

The configuration determines who can create and modify suppliers :

  • only administrators
  • all users with an administrator validation
  • all users and administrators without control of the data entered

This flexibility in the configuration offers the company the opportunity to manage its database in a dynamic and evolving way. Everyone can contribute to its enrichment over time based on contacts established with suppliers. Administrators can be involved to validate each change made by a user before it is effective in the database. This way, changes cannot be made in an uncontrolled manner and the consistency of the data remains guaranteed.

When a supplier should no longer be accessible to place new orders, it is sufficient to deactivate it. It remains visible in the database but cannot be used to place an order.

A search module with an autocomplete system allows you to quickly find the suppliers already registered in the database.

An easily accessible database

There’s nothing more frustrating than looking for contact information for a supplier you haven’t worked with in years. The buyer in charge may have left the company. Thanks to the database, you can find in a few clicks the contacts but also the history of past orders. This information is very valuable when negotiating a contract.

As the database is part of our online service, you can access the information at any time from a simple Internet connection.

Simplified sourcing

The database allows you to categorize your suppliers in an advanced way thanks to custom fields. For example, you can associate them with different departments in the company or assign them a priority level. This flexibility in the structure allows you to adapt to all types of operations.

Supplier relationship management at your fingertips

You have certainly heard of SRM or supplier relationship management. It is a tool for managing the relationship with suppliers, an essential component of the supply chain. Such a software can work standalone or as My Intranet is integrated within a larger solution of Procure to Pay. The advantage of our integration is a complete approach of the purchasing management process from sourcing to payment. This way, the purchasing department has all the information it needs to make informed decisions.

How much does such a supplier management software cost?

The price depends on the number of users for the module. You can find all the pricing details on the subscription page of our online service.