One of the challenges faced by DNA was the lack of integration between its existing procurement and finance functions.
Procurement was dispersed over several systems and had no connection to the company’s finance function. There was also a significant amount of maverick spending taking place. Individual Procurement Managers were typically responsible for managing supplier contracts, making information about contracts challenging to access.
Cohesion and transparency across both functions were critical. DNA needed a multifunctional solution that could integrate with existing technology and automate everyday P2P tasks.
How DNA transformed their P2P landscape with Basware P2P
A process of change management was introduced, and all purchasing was mandated to go through the Basware systems. The end-users were provided training to learn how to use free-text form orders or pick out products from catalogs. At the same time, DNA suppliers we’re engaged to be on-boarded to the new system and guided on how to integrate.
In the beginning, we had to explain to suppliers what integration of their webshop to our e-procurement system with a punch-out solution meant, and in which format we wanted the catalog. Mikko Lampinen, Logistics Department Head, DNA
DNA adopted uniform contract templates and centralized contract management into the Basware Contract Lifecycle Management system. Automatic alerts were set up to monitor when contracts are close to expiration. Access was then set up to ensure contracts were readily available to procurement and legal departments.
Finally, cost centers and account coding were standardized and integrated to ensure every purchase could be correctly assigned to a budget. This also unlocked the ability for automatic payments to be made.