Customer Profile
A leading online retailer for kids’ and teenagers. The company has an online ecommerce platform that integrates all the 10 brands and provides unified shopping experience to customers.
Customer Situation
- Had recently upgraded their Intranet portal from SharePoint 2010 Standard to SharePoint 2013 Enterprise
- Employees had been using paper-based requisition forms which had been going through manual approval process
- Finance team intended to bring in e-forms and automate the approval through an effective workflow to integrate with the ERP system (Microsoft Dynamics NAV 2013) for raising purchase orders
Congruent's Solution
- Built purchase requisition forms (custom ASPX pages) embedding the re-usable web part components
- Master data (Vendor information) from the ERP system was being synchronized with the SharePoint portal at regular intervals using RESTful services
- Request forms once submitted, went through a custom workflow process built using State-Machine workflow
- Workflow, when completed, initiated the Purchase Order creation process using Microsoft Dynamics NAV’s Code Units which are exposed as web services
- Purchase orders, thus created, were attached to the Purchase Requisitions in the portal
- Purchase requisition data in the form of SharePoint request link was tagged to the Purchase Order in Microsoft Dynamics NAV system for correlation
Benefits
- Going green with paper-less requisitions and approval process
- Avoid human errors by mapping exact accounting information with the requests
- Effective tracking of request and approval process
- Proper information flow between the request forms and ERP systems
- Speedy approval cycles
- Increased user traffic to Intranet portal
- Elasticity within the workflow process to accommodate changes
Congruent's Key Challenges
- Custom workflow routing option based on different business-specification parameters
- Security hardening and lookup filters for purchase requisitions
- Flexible form design to accommodate business process changes
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