Nintex platform accelerates energy company’s purchase order process

Situation

An energy company’s paper-based purchase order process threw the company’s purchasing department to a standstill. The company struggled to keep up with growing customer demand. Time was of the essence for purchasing all necessary parts and equipment, and customers were nervous when their projects fell behind. Managers often received shocking news about budget overruns when it was too late for corrective action. With over 1,000 employees relying on the system to meet the needs of their customers, the company knew it had to automate its purchase order process.

Challenge

In addition to eliminating the reliance on paper forms, the company needed an automated, auditable workflow for approving purchase orders. Managers needed regular reporting to ensure they stayed within budget. This meant the system had to integrate seamlessly with Microsoft Dynamics NAV, their ERP system, to connect their purchase order process with their budgeting for manufacturing, supply chain, and operations.

Solution

A Nintex Partner knew they could use Nintex Forms and Nintex Workflow to develop the perfect solution, leveraging the company’s existing SharePoint system. They went to work creating two workflows to address the company’s needs: One for the purchase order approval process and one for communicating with the Dynamics NAV ERP system:

  • Nintex Forms makes it easy to build a highly intuitive dashboard for employees to initiate a purchase order and send it through the approval process
  • Integrating with the ERP system means that employees no longer have to go back and forth looking for the right expense and department codes, and the forms prefill with the employee’s personal data
  • Employees can spend less time filling out forms and more time focusing on their customers
  • The pre-filled fields reduce errors that can trickle down to billing or procurement delays
  • Even better, the ERP integration provides up-to-the-moment budget information
  • A workflow automatically tests budget limits and offered alternatives in the event of budget depletion

Benefits

Employees were relieved to have the new system in place. They were able to provide better customer service and keep up with growing demand. With the solution’s increased speed and accuracy, the energy company:

  • Generated nearly 1,000 purchase orders per month
  • Spent less time floundering in the purchase order process and more time supporting customers
  • Pushed purchases through faster, ensuring scalability and success of their projects
  • Took pride in a workflow solution that stripped out the mystery of their purchase order process, providing an audit trail and dashboards that gave them accurate insights at a glance
  • Easily integrated other products so that they could leverage existing systems

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