Purchase-to-pay fully digitalised.

Efficient and secure: optimised purchasing and payment with nscale.

Transparent not complicated: the digitalised purchase-to-pay process.

Missed payment deadlines, long wait times and unclear approval systems: a poor purchase-to-pay process is stressful for everyone involved, costing time and ultimately money. With a digital solution that supports every step of the process effectively from purchase requisition to invoice payment, you can create real added value for your company. All information is available transparently and centrally, for easy access whenever it is needed. Unanswered questions are a thing of the past, making your purchasing noticeably easier while reducing costs.

Purchase-to-pay with nscale in practice

The purchase-to-pay process is one of the most important, and time-consuming, commercial processes within a company. It involves numerous parties and countless documents. Keeping track of everything is vital to avoid costly processing errors. With nscale, the entire process, from purchase requisition to invoice payment, can be modelled digitally. The benefits are huge.

Purchase

Purchase requisition

The purchase requisition is stored centrally and, once entered, is available for processing by the employees responsible. This central storage means that it is easy to spot when different departments have the same needs, enabling joint orders at better conditions.

Purchase requisition

Checking and approval

The purchase requisition is approved based on a workflow and in line with the company’s own compliance regulations. Depending on the order volume, the requisition may be sent to a member of the responsible hierarchy level for approval. If the person is not available, approval is given by a deputy defined in the workflow. Wait times are minimised.

Checking and approval

Supplier selection

Supplier selection includes the enquiry process and the choice of supplier. The documents that arise during the enquiry process, such as calls for tender, enquiries and quotes, are stored in an audit-proof way in an electronic file and marked with the appropriate retention, blocking and deletion periods. All subsequent documents relating to the process are also archived accordingly. Having all the information and documents together in one place makes supplier selection easy. Because nscale is integrated into the ERP solution used, the data required is taken directly from the enquiries

Supplier selection

Contract management

There is also a specific nscale solution for managing the contracts that arise during the business relationship. It allows compliance specifications to be adhered to, liability risks to be minimised, and termination and extension deadlines to be kept thanks to automatic reminders. Information management during the pre-contractual phase is also easy, as all employees involved in the checking process have central access to the information they need.

Contract management

Order

With all necessary documents stored in a structured way for quick, easy access, the purchaser can process the order efficiently and make optimised purchasing decisions thanks to the improved information content. Last but not least, this also leaves more time for relevant purchasing processes with fewer administrative processes.

Order

Receipt of goods and goods inspection

When receiving goods and during the associated goods inspection, no time is lost looking for the right documents, as they are already located in the central file. The delivery note is also archived there once the goods have been accepted, ready for use in the subsequent invoice processing.

Receipt of goods and goods inspection

Pay

Incoming invoices and invoice processing

Incoming invoices are saved centrally in the invoice receipt book. A workflow notifies the person responsible for checking them that they have a new task. nscale gives them easy access to the invoice, which is also archived linked to the order documents needed for checking and approval. nscale gives them easy access to the invoice, which is also archived and linked to the order documents needed for checking and approval.

Incoming invoices and invoice processing

Invoice checking

nscale speeds up the tedious routine task of carefully and formally checking an invoice. When a document is received and read, a workflow that starts with checking is automatically launched. The software makes this process faster and less prone to error than the conventional analogue approach. Incorrect invoices are spotted straight away and not sent for further processing.

Invoice checking

Invoice approval

Invoice approval is also based on a workflow and, with documents stored centrally, can be conducted by multiple people at the same time, even down to item level. Uncertainty about approval competencies is a thing of the past, saving a great deal of time. It becomes much easier to pay the invoice on time.

Invoice approval

Payment

With nscale and the ERP solution so closely intertwined, there is no need to enter data manually during booking. All data is transferred to the ERP or another financial accounting system via an interface, automatically and error-free. Finally, the invoice is archived securely and in line with the law in the relevant business partner file, including the option of using deletion and blocking functions, or defining or automatically assigning retention periods.

Payment

nscale for the purchase-to-pay process

nscale speeds up and simplifies the purchase-to-pay process. Clear processes and reliable management of access rights and approval competencies make work easier and help to prevent errors. Central storage means that all the documents are available at all times and can be edited by multiple people at the same time. For maximum transparency and flexibility.

Your benefits at a glance

Efficient processes from purchasing to payment
Removal of manual processing steps prevents errors in data transfer
Adherence to statutory and company compliance rules
Elimination of tedious routine tasks for employees
All documents in a clear structure through central archiving
Ambiguity on an invoice’s processing status and responsibility avoided

Purchase requisition, approval, ordering, goods receipt, invoice payment: nscale accompanies you step by step

Full digitalisation of the purchase-to-pay process offers a myriad of benefits, all of which make it easier and quicker to process the individual tasks. All authorised persons have easy access to the documents they need. They can process them simultaneously, with a high level of transparency and the certainty that comes with knowing that they always have the latest version of a document. Information on suppliers, business partners and colleagues is available at all times. Never miss another payment or discount deadline and secure cost savings such as bulk discounts for your company through collective ordering.