PROACTIS Spend Control software empowers you to take control. It reaches out across your Whole enterprise to control spending, streamline purchasing and gain genuine insight into your Cost base.

PROACTIS delivers:
Tighter financial control
Reduced purchasing costs
Higher staff productivity
Cost-base visibility

PROACTIS is electronic procurement and spend control software that forms an essential part of Your financial management strategy. It links with your finance systems to automate key financial Processes and it delivers powerful tools for managing procurement and contracts, and really get The most out of your suppliers.

Many commercial and Public Sector organizations have already chosen to take control with PROACTIS. Users include the NSPCC, the University of Birmingham, the Law Society, Gerrard, Cox Insurance plc and easy Car, as well as several large councils and other Public Authorities.

Recognise these problems?
Even in some of the world’s most forward-thinking organisations, purchasing is managed using paper-based Or semi-automated processes. Whereas other business functions have benefited from IT investment over Recent decades, the role of purchasing has remained a relative IT backwater.

This creates serious problems for most businesses, problems which are often underestimated or ignored Because they are not at the cutting edge of a business. But these problems result in spiraling costs and Poor financial control if unaddressed.

Typical Business Challenges

1. Uncontrolled spending A recent study by a leading Authority on purchasing Suggested that as much as 60% of UK corporate spends Is uncontrolled. (I.e. Not Properly authorized or Accounted for.)

2. Unreliable management information 75% of UK finance directors say they cannot depend on reports about costs or commitments when they need to make financial decisions. 88% of purchasing managers desire better management information too.

3. Problem invoices In Europe, around 20% of suppliers’ Invoices do not match to the original Order or they contain unexpected
Variances. Troubleshooting Discrepancies absorbs a lot Of staff time.

4. Administrative burden Paper-based processes place enormous demands on staff time. Employees view purchasing as red tape
and bureaucracy, buyers spend too much time pushing paper and not enough time buying better.

5. Poor governance Most employees will give up on official processes if they become too time-consuming and bureaucratic.
This results in reduced buying power for the organisation, frustrated staff and less influence over spending.

6. Employee Expenses Because the staff expense claim process Can be poorly controlled and inefficient, This quickly becomes a back-door for Unapproved or ‘maverick’ purchases. The Process itself typically takes too long and Requires too much staff time.

"PROACTIS will let us integrate the purchasing activities of more than 100 budget centres across the university, without compromising their autonomy. The system will link straight into our financial accounting system to streamline how we manage budgets and commitments."

Tim Fuery,
Assistant Director of Finance
University of Birmingham

The software replaces traditional paper-based purchasing procedures with a web-based system that lets employees help themselves, quickly and easily. They can browse online catalogues, request goods or services, track the progress of their orders and do just about anything related to purchasing, without any of the paperwork, red tape or hassle.

PROACTIS makes people more productive. It makes their lives easier. But by bringing together all purchasing activity in a single streamlined system, it becomes easy to control spending and get a firm grip on costs. Nothing is ordered without proper approval and without being checked against budgets and commitments, and error-prone processes like coding invoices and reconciling them to orders and GRNs, are fully automated.

The system enforces purchasing policy, but in a positive way. It gives procurement staff powerful tools for managing purchasing, contracts and supplier performance. It also gives finance staff a unique insight into the organisation ‘s cost base, with early visibility of commitments, as well as automating speeding up the production of month-end accounts.

Introducing PROACTIS. .

PROACTIS is enterprise-class software that controls spend and streamlines procurement in mid to large size organizations. It is used by some of the World’s best known companies and is supported by some of the biggest IT vendors and consulting firms.

Enterprise wide control
Requisitions
Ordering
Goods receipting
3-way invoice matching
Invoice discrepancy trouble-shooter
Scanned document images
Built-in catalogues (internal or shared)
Used for all indirect purchasing
Project procurement
Capital goods procurement
Automated nominal coding
Budget checking and controls
Commitment accounting & accruals
Supplier performance dashboard
Procurement dashboard
Expenditure dashboard
Employee expense management
Based on Microsoft .NET technology
Web services
XML-driven throughout
System-wide workflow
Full ROLAP report writer
Microsoft SQL Server 2000

Effortless integration:
PROACTIS LINK is a software tool used to create robust integration to 3rd party software, such as accounting, payroll or stock control solutions. PROACTIS LINK can be configured in a very short space of time to work with virtually any package, regardless of technology, and has already been proven to work with the followoign financial systems: Coda, Microsoft Great Plains, Navision, ‘e’ by Epicor, SunSystems, SSA Masterpiece, Oracle, JDEdwards, Sage, OpenAccounts and many more.

Making it happen
PROACTIS provides practical, working solutions to the challenges you face. We give you spend control in a way that not only delivers cost and efficiency related benefits to your business, but which is also a far cry from some of the unrealistic pie-in-the-sky e-Commerce models seen over recent years.


Major differentiators

There are many different types of software that address the procurement cycle in one way or another. PROACTIS is different because:

• The focus of PROACTIS is ‘spend control’ and bringing financial control to the area of procurement. PROACTIS tightly controls purchase approvals and by linking with finance systems is able to enforce budgets, automate nominal coding and perform commitment accounting. Other systems focus on making purchasing easier, but fail to provide the same degree of control.

• PROACTIS also offers some powerful features for improving trading over the Internet with key suppliers. However PROACTIS does not preclude smaller suppliers and provides practical, workable means of trading with everyone without requiring supplier co-operation.

• PROACTIS is a true commercial-off-the-shelf solution which means that it can be implemented and configured to your business requirements without needing any bespoke programming. Many solutions require system settings to be hard-coded but with PROACTIS, the system may be maintained into the future by your own staff.

• PROACTIS is extremely easy to use, making it simple for all staff to buy goods and services and submit expense claims within proper company policy.

• PROACTIS makes it easy to see all procurement and cost-related information and its powerful report writer means you can easily produce any report or enquiry. The PROACTIS Personal Report Designer can also draw real-time data from other critical business systems too, giving a complete picture of the organisation’s supply chain or financial performance.

• PROACTIS is arguably the only procurement and spend control solution to be proven across a diverse range of organisations, Public and Private, and it boasts support from some of the World’s most successful IT vendors and consulting firms.


Protecting your investment

Whilst controlling spend and cutting costs is important, investing wisely in IT is also critical. Here are just a few reasons why PROACTIS is a sound choice of investment. PROACTIS dovetails with your existing financial software and business systems
strategy, so you can maximise the benefits of Spend Control without the cost of a major upgrade or systems replacement.

PROACTIS uses a non-intrusive architecture so it can be deployed onto your existing network and IT infrastructure with little no additional investment. PROACTIS requires no software to be installed on the desktop whatsoever. It is installed and maintained on a central server and accessed by users with a standard Web browser. This cuts maintenance and upgrade costs.

PROACTIS is developed to the latest Microsoft standards so you can rest assured that it will be future-proof and in line with de-facto industry standards. PROACTIS is a commercial-off-the-shelf package which means each customer has the same version of the software code, however it is highly customisable at the same time.

Whilst the core PROACTIS software code is never subject to bespoke development or enhancement, industry or customer-specific enhancements can be delivered as separate snap-in modules to PROACTIS. This enabels functionality to be customised without compromising the quality of the core application.

PROACTIS is delivered and supported by some of the World’s biggest IT vendors and consulting firms, giving you reassurance in the longevity of the solution and the ongoing investment in research and development.


PROACTIS is available exclusively through a network of Accredited Channel Partners who Have adopted the system as part of their wider IT or consulting offering. Examples of types of Accredited Channel Partners include:

Financial software vendors who sell PROACTIS alongside another accounting system or ERP solution.

Systems integrators who deliver solutions across multiple platforms sourced from multiple Vendors

Consulting firms specialising in procurement improvement programmers Outsourcing companies who use PROACTIS to underpin procurement managed service Offerings.

An up-to-date list of PROACTIS Accredited Channel Partners is available at www.proactis.com.

It is important to consider the following points when choosing a Partner to work with:

All Accredited Partners enjoy the same extensive PROACTIS training and their staff are certified by the software authors before they are allowed to sell, implement or Support PROACTIS.

Partners adhere to a tried, tested and proven implementation methodology called PRIME.

This ensures every Partner is capable of implementing properly, every time.

Partners enjoy close support from the software authors when implementing PROACTIS, in the form of project mentoring.

Partners work with the software authors to develop integration to any 3rd party systems Using the PROACTIS LINK integration module.
Accredited Channel Partners provide first line support to their customers but the software Author provides back-stop support to Partners.