Keep reading to see how they transformed vendor management by moving their processes to a dedicated portal.

Key takeaways

• Viva Energy is managing 1000 suppliers on the portal
• Thanks to Vendor Hub, vendor onboarding and creation are completed within one to two days
• All vendor data is validated and synced with JD Edwards records
• The supplier self-service function significantly reduced vendor queries

Viva Energy is a leading energy provider in Australia, supplying around 25% of the country’s fuel needs. With thousands of vendors across national and international supply chains, the company needed a scalable, efficient way to modernize vendor management and reduce manual workload.

The need for more streamlined vendor management became clear, and Viva Energy chose to implement Vendor Hub, SCANMAN’s vendor portal built for JD Edwards.

Manual onboarding and slow processes

Before Vendor Hub, Viva Energy’s onboarding process was entirely manual. Procurement teams emailed PDF forms to vendors, collected documents through email, and manually updated JD Edwards records. Approval workflows were unstructured and slow, heavily reliant on back-and-forth emails. Meanwhile, the AP team was overwhelmed with high volumes of vendor queries.

The solution: a vendor portal integrated with JD Edwards E1

Viva Energy was already using SCANMAN AP Automation when they decided to implement Vendor Hub to solve their vendor management challenges. The solution, fully integrated with JD Edwards via Orchestrator, enabled real-time data updates between EnterpriseOne and the portal.

Here’s how Vendor Hub made the difference for Viva Energy:

• Vendors can register via an online form
• Once approved, vendor records are automatically updated in JD Edwards
• Vendors can log in anytime to check POs, invoices, and payment status

A new way to manage vendors

The improvements were immediate. Viva Energy onboarded over 1,000 vendors through the portal using a phased rollout, starting with new suppliers and inviting others to register as needed.

Viva Energy achieved impressive results:

• Vendor creation now takes just 1–2 days
• Vendor records are validated and updated automatically in JD Edwards
• Fewer emails, faster vendor processing, and a single source of truth as Vendor Hub centralizes communication and data on one platform
• Suppliers have access to critical documents, reducing invoice and payment queries
• AP and procurement teams can focus on high-value tasks

It’s a clear win for both internal teams and vendor experience, and a standout example of what a well-implemented vendor portal can do.

From spreadsheets to smarter vendor management

Viva Energy’s story shows what’s possible when vendor management is done right on a vendor portal integrated with JD Edwards. The shift from spreadsheets and email chains to a centralized, automated portal has brought real, measurable value, and these are just some of the benefits of a broader procure-to-pay automation strategy.

See how it works

Are you still managing vendors the old way? It’s time to change that.

See how Vendor Hub works and how it can speed up vendor management processes, from onboarding to document management. Fill out the form to get in touch with our team and learn more.

Het bericht How Viva Energy Streamlined Vendor Management with Vendor Hub verscheen eerst op SCANMAN.

Several departments contribute to vendor management in different ways, with the Accounts Payable (AP) team playing a central role. AP ensures timely payments to vendors, which in turn supports prompt order fulfillment, strong supplier relationships, better terms, and efficient procurement operations. 

However, AP teams often spend too much time on manual vendor management tasks, often because of a lack of Procure-to-Pay automation. This happens especially in large organizations where multiple suppliers need to be onboarded, tracked, and paid. When automation is lacking, AP professionals are left filling in data by hand and managing documents manually, which drains time and resources. 

Through conversations with our JD Edwards customers, we’ve identified recurring challenges in vendor management. Below, we break down the five most common ones. Make sure to stick with us until the end to discover the solution to overcome them. 

The Challenges

1. Time-consuming vendor onboarding

When a company starts working with a new vendor, the AP department is responsible for onboarding, entering vendor data into JD Edwards, collecting the necessary documents, and ensuring everything is correctly set up in the JDE Master Data. 
But when this process is done manually, it becomes time-consuming. It often involves validating details, chasing vendors for information, and handling documents via email, all of which increases the risk of errors or lost data. 

2. Difficulty managing vendor queries

Vendor management also includes handling questions from suppliers, whether it’s about missing invoices, payment discrepancies, or clarification on payments. 
These queries typically come in through emails or phone calls, making it hard to track their status or ensure timely follow-up. Without a clear process, vendor queries can fall through the cracks, leading to frustration and strained supplier relationships.

3. Lack of vendor self-service

Traditional vendor management processes often don’t provide suppliers with access to essential documents or real-time visibility into payment status and invoice updates. As a result, vendors must reach out each time they need information, creating unnecessary back-and-forth and added workload for the AP team. 

4. Vendor data spread across systems

When vendor communication happens across multiple channels, it’s difficult for AP teams to maintain a clear, centralized view of each supplier’s data. Information ends up scattered across emails, spreadsheets, and internal systems, making it time-consuming to retrieve documents, invoices, POs, or past communication history. 

5. Inconsistent or missing compliance documentation

When vendor onboarding is done manually, it’s easy to overlook critical compliance documents like W-9s, tax forms, certificates, or banking details. These gaps can delay vendor setup and increase the risk of audit issues or even fraudulent payments. 

The solution: A Dedicated vendor portal 

Most vendor management challenges stem from a lack of automation and modern tools to manage supplier relationships.

The solution? Moving vendor management to a centralized portal. 

A vendor portal reduces the time and effort needed to maintain strong supplier relationships. 

When integrated with JD Edwards, a vendor portal keeps master data up to date and streamlines communication. Instead of chasing down details through long email threads, your AP team can access everything in one place. And with built-in self-service features, suppliers can easily check document status, view payments, and access key information on their own. 

Modernize vendor management with Vendor Hub

Looking to bring your vendor management into the modern age?

Vendor Hub is the web-based supplier portal, fully integrated with JD Edwards via Orchestrator. It’s built to simplify and improve vendor management, so that your team can focus on what matters. 

With Vendor Hub, you’ll reduce manual tasks, improve visibility, and give suppliers the self-service experience they expect. 

Get in touch with our team to see just how smooth vendor management can be. Fill out the form here, and ask any questions you might have, no sales pitch, we promise. 

Het bericht 5 Common Vendor Management Challenges (and How to Overcome Them) verscheen eerst op SCANMAN.

Purchase Orders (POs) often get stuck in approval bottlenecks simply because approvers are away from their desks or out of the office. These delays slow down procurement workflows, impact operational efficiency, and can even cause missed opportunities. 

If your company runs on JD Edwards, there’s a simple solution: a mobile app for PO approvals, integrated with JD Edwards, that allows approvers to review, approve, and release Purchase Orders anytime, anywhere. 

You can significantly reduce approval delays, enhance efficiency, and improve visibility across your purchase order workflows by implementing mobile approvals.

Let’s dive into the top four mobile PO approval benefits that will transform how your business manages POs. 

1. Save Time by Approving POs on the Go 

With a mobile PO approval solution, approvers and releasers no longer have to be tied to their desks to complete their tasks. Instead, they can approve purchase orders in real-time, ensuring smooth operations without unnecessary delays. 

By eliminating approval bottlenecks, businesses can prevent stalled procurement processes and improve overall productivity. 

2. Approve and Release POs Anytime, Anywhere

A mobile PO approval app eliminates location constraints, allowing approvers to review and release purchase orders from anywhere—whether they’re working remotely, or away from their desks. 

This flexibility not only accelerates the approval cycle but also ensures business continuity, even when key decision-makers are out of the office. 

3. Gain Full Visibility into PO Approvals  

One of the biggest mobile PO approval benefits is enhanced visibility. With a mobile app, approvers can easily track pending approvals, view relevant details, and ensure no request goes unnoticed. 

Additionally, a user-friendly mobile interface makes PO approvals accessible even for those who don’t regularly work in JD Edwards, streamlining the process across departments. 

4. Seamless JD Edwards Integration for Real-Time Data Access 

Choosing a mobile PO approval solution integrated with JD Edwards ensures that all approvals are recorded in real-time, with up-to-date information always at your fingertips. 

With a fully synchronized mobile app, users can: 

• Approve and release POs instantly 
• Access real-time data from JD Edwards 
• View attachments and supporting documents directly from the app

SCANMAN Mobile POs: Simplify Your PO Approvals in JD Edwards 

Looking for a seamless way to approve purchase orders on mobile? 

If you need a more efficient way to approve purchase orders on mobile, take a look at Mobile POs. The SCANMAN app that’s fully integrated with JD Edwards and provides real-time access to data, attachments, and approval workflows. It will help you streamline the approval process and reduce delays.  

Conclusion

The future of PO approvals is mobile; with businesses increasingly shifting to mobile-first solutions, it’s crucial to mobilize approval processes for smoother operations. By implementing a mobile PO approval system, you can eliminate approval delays, boost efficiency and visibility, and ensure seamless JD Edwards integration. 

Get in touch with our team to take a tour of Mobile POs. Fill out this form.

Het bericht The 4 Key Benefits of Approving POs on Mobile  verscheen eerst op SCANMAN.

For many companies, managing vendors is a costly and time-consuming task. Procurement teams often find themselves spending hours manually onboarding suppliers, answering inquiries, validating data, and inputting vendor details into JD Edwards.

Why Do You need a Vendor Portal

A vendor portal is an effective procure-to-pay automation solution to address the common challenges of vendor management and eliminate unstructured and time-consuming processes. By utilizing a vendor portal, you can streamline vendor management across their entire lifecycle on a single platform.

This tool simplifies vendor onboarding, allowing vendors to access essential information such as payment status, invoice status, and purchase order details. This reduces the need for constant email exchanges, and when communication is necessary, the Q&A function facilitates smooth and efficient information retrieval.

The Benefits of a Vendor Portal Integrated with JD Edwards

Implementing a vendor portal provides numerous benefits for both your company and your vendors

Simplified Vendor Onboarding

Onboarding new vendors is often a lengthy and complex process. With a vendor portal, vendors can easily input all required information directly into their dedicated page. The data is then validated automatically and either added or updated in JD Edwards following structured workflows, saving your team time and effort.

Streamlined Communication

High-touch vendors frequently submit multiple queries regarding invoice statuses, POs, and payments. A vendor portal centralizes communication, making it easier for vendors to submit requests and for your team to respond quickly and efficiently.

Single Source of Truth

By centralizing all vendor-related information in one platform, a vendor portal creates a single source of truth. This makes it easy to access and retrieve information when needed, reducing the risk of errors and miscommunication.

Reduction of Manual Work

A vendor portal streamlines operations by reducing time-consuming manual tasks for your procurement team, allowing them to focus on higher-value activities.

Easier Growth and Scalability

A vendor portal enables you to effortlessly manage increased vendor interactions and higher order volumes. This capability not only facilitates company growth but also helps future-proof your business against evolving demands.

SCANMAN Vendor Hub

At SCANMAN, we’ve developed Vendor Hub, a portal to simplify vendor management. With Vendor Hub, you can make informed decisions based on the latest information. The portal is integrated with JD Edwards, ensuring a constant, real-time flow of data with your ERP. Keep reading to explore the powerful features of Vendor Hub and see how it transforms how you manage your vendors.

Vendor Hub Functionalities

Let’s take a look at the key functionalities of Vendor Hub from a user perspective.

Supplier Self-service in Combination with JDE

Suppliers can update their information, upload invoices, access important documents, check PO and invoice status, and find answers to their questions on their own, reducing the administrative burden on your team.

Touchless Vendor Onboarding

When onboarding a new vendor, you can send them a registration link that they can use to register for the portal. You can specify the required documents and information, set vendor types, and apply customized workflows for different vendor categories.

Manage Vendor Documents

Vendor Hub makes it easy to manage all types of documents in one place, including POs, invoices, remittance advice, W-9s, tax forms, certificates, and banking details. You can upload and update invoices, collect purchase orders, and validate both invoice and payment status directly within the portal.

Q&A Functionality

To reduce email exchanges, the portal offers a built-in Q&A feature. Vendors can submit inquiries directly through the portal, keeping communication organized and ensuring nothing gets overlooked.

Vendor List Access

Your team can easily view and manage the full list of vendors and their details directly from the portal, giving them quick access to relevant information.

Workflow Setup

The portal allows you to configure approval processes and define specific workflows tailored to your organization’s needs, streamlining the management of vendor-related tasks.

Purchase Catalog Management

With Punch Out catalog, suppliers’ catalogs are available within the portal. Your procurement team can submit orders, check stock levels, and view prices. Once an order is finalized, a purchase order (PO) is automatically created and sent to the vendor.

Buyer Alerts

The portal allows you to define customized alerts for your procurement team and others in your organization.

User-Friendly for Non-JDE Users

The portal is designed with a simple, intuitive interface that non-JDE users can easily navigate, ensuring a smooth experience for all team members.

Happy Vendors, Smoother Procurement

Setting up a vendor portal can transform how you manage vendor relationships, making daily procurement tasks faster, easier, and more automated.

Want to see how Vendor Hub works in real life? Get in touch with our team to learn more and find out how it can support your business.

Fill out the form, and one of our experts will get back to you shortly.

Het bericht Manage your vendors easily: Vendor Portal integrated with JD Edwards verscheen eerst op SCANMAN.

The P2P process involves many departments and steps. As a result, more companies are turning to automation to manage the most time-consuming and error-prone procurement tasks.

If your organization uses JD Edwards but still relies on manual workflows for P2P management, it’s time for a change. Read on to discover the benefits of automating P2P processes with solutions integrated with JD Edwards.

The Benefits of P2P Automation

1. Enhanced Visibility and Tracking

P2P automation in JD Edwards EnterpriseOne provides greater visibility into critical areas such as pending approvals, invoice status, budget use, and vendor performance. This insight allows you to gain control over the procurement process and better manage cash flow.

2. Improved vendor relationships

By managing your vendors on a centralized platform—from onboarding to self-service, document management, and 2- way dispute resolution—you oversee the entire vendor lifecycle. This approach ensures that disputes and exceptions are resolved quickly, fostering stronger and more reliable vendor partnerships.

3. Streamlined Approvals

With automated reminders you can keep the process on track, making approvals more efficient and reducing delays.

4. Improved Efficiency

P2P automation in JD Edwards eliminates time-consuming and manual tasks, replacing them with automated workflows. It automatically generates documents and simplifies invoice processing, greatly boosting efficiency.

5. Easier PO Management

Specific P2P automation solutions can help you manage, create, approve, and release Purchase Orders (POs). You will have better visibility into PO status and a smoother procurement process.

6. Enhanced Collaboration

By automating the P2P cycle you can tailor procurement processes to meet your company’s needs and supplier agreements. This will enhance collaboration between your organization, vendors, and internal teams.

7. Automated Invoice Processing

Although accounts payable (AP) is the final step in the P2P cycle, it plays a crucial role. AP automation in JD Edwards speeds up invoice processing with minimal manual effort. Supplier invoices are automatically scanned upon arrival, ensuring faster, more efficient processing.

8. Cost Reduction

P2P automation ensures that invoices and purchasing documents are processed on time, helping you avoid late fees. Eliminating manual work also minimizes manual errors and the associated costs.

How to Automate P2P Processes in JD Edwards

Are you searching for a reliable P2P automation provider? At SCANMAN, we develop P2P automation solutions for JD Edwards EnterpriseOne. These low-code solutions integrate with JD Edwards via Orchestrator. They will boost efficiency and simplify your procurement team’s tasks. Explore our AP Automation, mobile app for PO approval and release, and Vendor Portal.

Request your free demo today. Fill out this form to get in touch with our experts,

Het bericht 8 Benefits of Procure-to-Pay Automation in JD Edwards EnterpriseOne verscheen eerst op SCANMAN.

We see that in most organizations, purchasing managers are often on the go, juggling multiple tasks and responsibilities. But what happens when a purchase order needs approval, and they’re away from their desk? This common scenario often leads to bottlenecks in the approval process, causing delays in operational activities and frustrating stakeholders.

To avoid these delays, more companies are embracing Procure-to-Pay (P2P) automation in JD Edwards to streamline workflows, from vendor onboarding to mobile approvals.

With the SCANMAN Mobile app for Purchase Orders (PO) approvals and release fully integrated with JD Edwards, managing PO approval and release becomes effortless. Our mobile app redefines PO management in JD Edwards. It empowers approvers to perform approvals anywhere, at any time, ensuring critical POs never get stuck in limbo.

In this article, we’ll explore the benefits of approving and releasing POs on mobile. We’ll walk you through the key features of Mobile POs, our app designed for seamless, on-the-go approvals, and show you how it can transform the way you manage purchase orders.

What’s a Purchase Order (PO)

In the procurement process, a Purchase Order (PO) serves as a vital document initiated by the buyer and transmitted to the vendor. Approval procedures for POs can vary across companies, influenced by factors such as the nature of the purchase, involved department, and purchase value.

A PO becomes a legally binding document upon vendor approval. Therefore, it’s crucial to ensure thorough scrutiny before it is transmitted to the vendor.

SCANMAN Mobile App: Approve and Release POs from anywhere

The SCANMAN mobile app is seamlessly integrated with JD Edwards. It simplifies the PO approval process by enabling approvers to approve POs on-the-go and avoid bottlenecks. But that’s not all – our mobile app also enables you to perform PO releases with ease.

Our app for PO approval and release adheres to the JD Edwards automation, workflows, and standards you have established for your organization. It lets you perform PO-related actions (approval and release) more easily and swiftly, directly from your mobile phone.

What Are the Benefits of Using a Mobile App for PO Approval and Release

PO approval and release processes can often be time-consuming. This is especially true when the approval process involves multiple approvers who may be away from their desks. Mobilizing these processes by enabling approvers and releasers to perform tasks directly from their mobile phones offers two key advantages:

Time Savings

Approving and releasing POs from the mobile app saves time to approvers and releasers, who can perform their task quickly, avoiding delays in the approval process.

Approvals and Releases wherever you are

The mobile app allows approvers and releasers to perform their tasks from wherever they are, without having to necessarily be in their office sitting behind their desk.

App Functionalities: PO approval and PO release in combination with JD Edwards

The SCANMAN mobile app is integrated with JD Edwards via Orchestrator and it offers users the ability to perform both PO approval and release tasks seamlessly.

The integration via Orchestrator ensures that all data displayed in the mobile app is dynamically retrieved in real-time from JD Edwards. Hence, it provides approvers with up-to-date information on pending POs awaiting approval or release. Within the app’s interface, users can easily access essential details for each PO such as order number, supplier information, order type, requested date, approval amount, order company, and any associated hold codes for pending releases.

When it comes to PO approval, approvers can efficiently review relevant information within the app and promptly approve the purchase order. Which is then moved on to the second approval level or transmitted to the vendor.

For PO release tasks, the app streamlines the process by showing a hold code, which explains the reason why a PO is on hold. Releasers can quickly assess the reasons for the hold, such as budget constraints. All essential budget-related information will be displayed in the app. The releaser can easily access this information via the app, and in most cases, there is no need for further investigation in JD Edwards. Upon review, if the approver determines that the PO can proceed, they can release it, advancing the PO to the following step of the standard JD Edwards setup.

Explore the features of the Mobile app for on-the-go PO approvals and relases

The SCANMAN mobile app for PO approvals has several features that will make your organization’s PO approval process, easy, and automated.

Integrated with JDE via Orchestrator

Like all SCANMAN solutions, our mobile app for PO approval seamlessly integrates with JD Edwards via Orchestrator. This integration ensures a continuous flow of data between JDE and the mobile app. By leveraging data fetched directly from JD Edwards, the app guarantees 100% accuracy and eliminates synchronization issues.

Visibility on the number of POs requiring approval or release

Through the app, approvers can quickly see the number of POs that need approval or release. The app’s homepage displays these numbers prominently, making it easy for approvers and releasers to see if tasks await their attention.

Accessible for non-JDE Users

In addition to offering convenient PO approvals from anywhere and at any time, our mobile app extends its usability to non-JDE users. This feature is extremely valuable when purchasing managers don’t have a JDE license.

Attachment Capability

In the app, users can access attachments that were added to the PO via JD Edwards.

User-friendly interface

Designed with user experience in mind, the mobile app boasts an intuitive interface that minimizes the need for extensive familiarity with the JDE interface. Approvers can effortlessly navigate and approve POs, even without prior exposure to the JDE interface.

Mobile PO approval and release in JDE made easy

Ready to streamline your PO approval process? Dive into the SCANMAN mobile app today! Reach out to our sales team to request a free demo and witness first-hand how our app can revolutionize your procurement processes.

Het bericht How Mobile PO approval works in JD Edwards verscheen eerst op SCANMAN.