PRPOflow
Purchase Requisition – Purchase Order Flow
Purchasing that leads.
For companies that want to keep their existing system – and still have a purchasing process
their staff can use without training.
Your staff order something five times a year – and need help every single time.
Not because they are clumsy. But because inventory management systems are built for people who work with them daily. For everyone else, every order is a small project: where do I find this? Which number? Which general ledger account? Who has to approve it?
You know the result. Requirements arrive at purchasing by email. Framework agreements go unused because nobody knows they exist. And accounting reposts everything afterwards.
Six sentences that come up in almost every company
Here, everyone orders by emailing purchasing.Head of purchasing
We have framework agreements – but nobody uses them.Head of purchasing
It takes a week to turn a requirement into an order.Department
Our people find nothing in the catalogue, so they buy elsewhere.Plant
The account assignment is guesswork every time, accounting reposts it.Accounting
We only learn from the quarterly report that we bought too expensively.Management
Three points that make the difference
Finding instead of searching
All sources of supply in one search – framework agreement, supplier catalogue, supplier shop and equivalent alternatives side by side, with price, delivery time and contract reference in a single line.
Buying right, before it is too late
Purchases that bypass a contract, price deviations and budget limits are reported by PRPOflow at the moment of selection – with the amount and a button that corrects it.
Clean in the system
Account assignment proposed from material group, plant and history, checked before handover. The document is created in your existing system, not next to it.
The same requirement, two routes
How it works today
- The requirement arises in the plant and is emailed to purchasing
- Purchasing looks up the material number and asks for cost centre and account
- Only whoever negotiated it knows whether a framework agreement exists
- Approval happens by word of mouth, deputisation is unregulated
- Accounting reposts incorrect account assignments after the fact
- Whatever bypassed the system appears in no report at all
How it works with PRPOflow
- The requirement is captured where it arises – in the requester's own words
- All sources of supply appear side by side, with price and contract reference
- Anyone bypassing a contract sees the extra cost in euros immediately
- The account assignment is proposed and checked before handover
- Approval follows your rules, with deputisation and an audit trail
- The document is created in your existing system, the status comes back
What PRPOflow does
Every block describes an effect, not a feature.
One search across all sources of supply
Framework agreement, supplier catalogue, supplier shop and equivalent alternatives appear side by side – with price, delivery time, material number and contract reference in the same line. The user does not need to know a material number or memorise a material group.
Rules that take effect before the purchase
Anyone about to order past a framework agreement learns this at the moment of selection – with the extra cost in euros and a button that corrects it. Not three months later in a report, when the money is spent.
Contract usage that monitors itself
PRPOflow compares catalogue prices against the stored contract conditions. A contract for 22 percent discount whose catalogue only reflects 19 would otherwise go unnoticed.
Account assignment that proposes instead of asking
Material group, plant, cost centre and history generate the proposal. Whether the general ledger account matches the material group is checked before handover – not when the document is rejected or accounting reposts it.
Requirements in plain words
“Five sturdy cordless screwdrivers for plant 1000.” PRPOflow breaks the sentence into quantity, plant and search terms, and shows visibly how it read it. The order of suggestions stays rule-based and traceable – nobody approves a decision that cannot be explained.
Approval by your rules
Single or multi-stage, depending on value, material group, company code or cost centre. With deputisation, history and a complete audit trail.
And after that: your existing system takes over
The approval becomes a document in your ERP. Order number, delivery date and goods receipt come back and are visible in the process. Master data, account assignment and bookkeeping stay where they are.
In companies, rarely does just one person look at this page
Head of purchasing
Contract coverage, maverick buying, queries from the plants. Your framework agreements do not use themselves. PRPOflow puts them at the top of every search and reports when someone bypasses them.
Head of IT
No new island solution, no dependency, a clean security approval. The existing system stays in charge, sign-in runs through your corporate directory – no additional password.
Management and CFO
Savings, lead time, audit reliability. Measurable numbers instead of software promises: which metrics those are is further down – collect them beforehand.
Department and plant
“I need a cordless screwdriver, not a systems course.” Operated like an online shop: search, select, submit. Four clicks.
Typical company profile: mid-sized to corporate, several sites or plants, an ERP system in place, from roughly 200 employees upwards.
Why PRPOflow is different
Against the large suites
Completeness is not an end in itself. PRPOflow starts with the part that costs money every day – search, rules, approval – and grows from there. You do not pay for eighteen months before anyone in the plant benefits.
Against in-house development
A self-built purchasing application is cheap at first and a millstone after five years: no standard that could be updated, every improvement a development request, and the knowledge resting on one or two people. PRPOflow is a product that is maintained.
Against “we do that by email”
The most expensive process is the one nobody sees. What bypasses the system appears in no report – and that is exactly where the prices arise that nobody can explain later.
How an introduction runs
1 · Taking stock
We look at your procurement routes, your material groups and your approval rules, and record which of them PRPOflow covers.
2 · Setup
Material groups, general ledger accounts, cost centres, plants and approval limits are taken from your system, not maintained twice.
3 · One area first
One plant, one material group, one supplier. Whoever switches everything at once ends up switching nothing.
4 · Expansion
More plants, more suppliers, more modules – at the pace that suits you.
How you measure success
Six numbers will tell you after six months whether this was worth it. We recommend collecting them beforehand.
Share of order value covered by framework agreements
Share without a contract and without a preferred supplier
Lead time from requirement to purchase requisition
Repostings in accounting due to incorrect account assignment
Queries to purchasing about processing status
Share of requirements that bypass the system
These are metrics, not promised results. We tell you what to look at – your organisation collects the numbers.
Do you know this problem elsewhere too?
Purchasing is not the only place where people are expected to work with a system built for daily users. At goods receipt in the hall. At the maintenance request from production. At quality reports that run by email today. At suppliers who reach for the phone because they cannot look up their own delivery date.
The pattern is always the same – and so is the answer.
Questions and answers
Does PRPOflow replace our ERP system?
What happens to our documents?
Does our master data have to be clean beforehand?
How do our staff sign in?
Can we run PRPOflow ourselves?
Can we start small?
What if we already have a purchasing solution?
Can you cover other processes as well?
Who owns our data?
Let us talk about your purchasing.
Tell us how ordering works at your company. We will tell you what PRPOflow takes off your hands – and what it does not.