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“The party domain can represent any kind of person or organization, including customers, suppliers, employees, distributors, and organizations. Each of these kinds of party shares a common set of attributes, such as the name of the party, where it is located (a party may have multiple locations), how to contact it, what kind of relationship the organization has with the party, and so forth. The account domain describes how a party is related to a product or service that the organization offers.


“The domains of party, product, and account overlap. Areas of overlap indicate relationships. For example, when we define a product, we often need to specify the party that supplies that product. Explicitly capturing these relationships within the same environment allows us to address business questions that may be otherwise difficult to resolve. If we record the party that supplies a product as well as the parties that we sell products to, then we can determine which of our suppliers are also our customers. Understanding the full set of linkages that an organization has with a partner can be valuable in all aspects of working with that partner, from establishing mutually beneficial agreements to ensuring an appropriate level of support. Indeed, the key benefit of supporting multiple domains of master data within the same system is that it clarifies these cross-domain relationships.”

- TechTarget
























GM-X Procurement Features



GM-X integrates requests and quotations, purchase order processing, transfer order processing, inventory control and shipping and receiving into end-to-end procurement workflows.

In buyer-side deployments, GM-X is mainly utilized by a client organization’s own employees, although GM-X provides a supplier portal allowing suppliers to acknowledge receipt of purchase orders, update purchase order status and preparing shipments. Other documents originating from suppliers, such as quotes, sales order confirmations and invoices, may be entered into the client organization’s GM-X system for tracking purposes, but except for the supplier portal the procurement workflow process is confined to the client organization.

Because the GM-X party data management architecture captures collaborative trading relationships, and its inventory subsystem is able to track each organization’s own stock as well as in-transit, consignment, field and trunk stock managed by its trading partners, GM-X can be utilized by employees of both suppliers and customers. For collaborative supply chain trading execution deployments, the procurement workflow process embraces both organizations. Traditional ERP systems were never designed to meet this requirement, but GM-X handles collaborative supply chain trading execution with ease.


Request subsystem for requirements, requisitions and supplier quotes [top]

Requirements:

•  Supports multiple user-defined requirement types (material, work, others)

•  Maintains and tracks material requirements

•  Maintains and tracks requirements for services and work

•  Optionally maintains and tracks multi-level requirements (“bills of requirements”)

•  Automatically generates net requirements when inventory falls below reorder point

•  Automatically generates gross requirements from selected bill of material components

•  Supports required-by dates, quantities, facilities and budgets for requirements

•  Supports multiple user-defined requirement roles such as manager, originator, authorizer

•  Allows requirements to be classified by party type (customer, client organization)

•  Supports multiple requirement statuses such as pending, in progress, completed

•  Automatically tracks the status history for each requirement

Requests:

•  Supports multiple user-defined request types (requisition, RFI, RFP, RFQ and others)

•  Maintains and tracks requests and request details

•  Links request details to the relevant requirements

•  Supports response deadlines and required-by dates for request details

•  Supports free-form request notes

•  Supports multiple user-defined request roles such as manager, originator, preparer, QA

•  Identifies the parties who may respond to a request, and their respective roles

•  Supports multiple request statuses such as pending, in progress, completed

•  Automatically tracks the status history for each request

Quotes:

•  Supports multiple user-defined quote types, such as proposals or quotations

•  Maintains and tracks quotes and quote details for goods, services or features

•  Allows quotes to be created by copying the relevant requests and request details

•  Links quote details to the relevant request details

•  Supports issue, validity and estimated delivery dates

•  Supports multiple user-defined terms of trade for quotes

•  Allows terms of trade for quotes to be linked to quotes or individual quote details

•  Allows entry of user-defined fields and values for quotes and quote details

•  Supports multiple user-defined quote roles such as issuer, receiver, approved by

•  Identifies respective roles of a quote’s issuing and receiving parties

•  Supports multiple quote statuses such as pending, submitted, on hold, approved

•  Automatically tracks the status history for each quote and its details


Order subsystem for purchase orders [top]

Purchase order entry and management:

•  Maintains and tracks purchase orders (POs) and details for goods, services or features

•  Optionally links each PO to the relevant requirement and/or request

•  Links PO details to the relevant quote details or to related order details

•  Option to automatically build POs and PO details from selected sales order details

•  Maintains order date, due date, earliest ship date and contacts for POs

•  Maintains estimated delivery dates for PO details

•  Maintains shipping instructions and comments for PO details

•  Maintains supplier notes and supplier part numbers for PO details

•  Supports multiple user-defined terms of trade for POs

•  Allows terms of trade for POs to be linked to POs or PO details

•  Allows entry of user-defined fields and values for POs and PO details

•  Supports multiple user-defined PO roles such as buyer, salesperson, authorizer

•  Identifies respective roles of a PO’s issuing and receiving parties

•  Prints and sends PO documents to suppliers with optional supplier confirmation

•  Supports PO statuses such as pending, confirmed, on hold, approved

•  Allows user-defined rules governing allowable PO status changes

•  Automatically tracks the status history for each PO and its details


Order subsystem for stock transfers [top]

Transfer order entry and management:

•  Maintains and tracks transfer orders for inventory to be moved from one facility to another

•  Optionally links each transfer order to the relevant requirement and/or request

•  Maintains order date, due date, earliest ship date and contacts for transfer orders

•  Maintains estimated delivery dates for transfer order details

•  Maintains shipping instructions and comments for transfer order details

•  Allows entry of user-defined fields and values for transfer orders and details

•  Supports multiple user-defined transfer order roles such as buyer, salesperson, authorizer

•  Identifies respective roles of a transfer order’s issuing and receiving parties

•  Supports transfer order statuses such as pending, confirmed, on hold, approved

•  Allows user-defined rules governing allowable transfer order status changes

•  Automatically tracks the status history for each transfer order and its details


Inventory subsystem for picking and receiving [top]

Transfer order fulfillment:

•  Optionally allows inventory to be reserved for a transfer order when the order is entered

•  Uses configurable rules to determine the required approvals before generating pick lists

•  Optionally allows inventory to be reserved for a transfer order when generating pick lists

•  Supports multiple user-defined inventory picking roles such as stock clerk or manager

•  Issues stock from inventory to fulfill transfer orders

•  Tracks the inventory picking roles and parties involved in each stock issue

Receiving:

•  Adds stock into inventory as it is received from POs and transfer orders

•  Links each receipt to the relevant PO or transfer order

•  Supports non-conformance statuses such as issued, response required/received, closed

•  Maintains and tracks non-conformance reports when problems are found during receiving

Sales order fulfillment (collaborative GM-X deployments):

•  Optionally allows inventory to be reserved for a sales order when the order is entered

•  Optionally allows inventory to be reserved for a sales order when pick lists are generated

•  Issues stock from inventory to fulfill sales orders, together with related features


Shipment subsystem for shipping, returns and delivery [top]

Outbound transfer order shipping:

•  Supports outbound transfer order shipments (goods sent from one facility to another)

•  Links each shipment to the relevant transfer order

•  Each shipment contains one or more outbound packages

•  Each package contains quantities packed for one or more transfer order details

•  Automatically tracks the status history for each shipment

•  Supports identification of carriers as parties

•  Supports multiple user-defined transport modes and assignment of modes to carriers

•  Supports multiple user-defined delivery vehicle types

•  Maintains information for any number of individual vehicles in a delivery fleet

•  One or more shipments may be despatched together

•  Supports one or more despatches per shipment for multi-modal shipments

•  Each despatch has a specific carrier and may optionally be linked to a vehicle

•  Prints bar-coded despatch labels with optional status

•  Tracks the outbound packages in the shipments for each despatch

•  Tracks delivery date and time with optional rejection reason and notes

•  Optionally tracks transit times, mileage and fuel consumption for each despatch

Inbound purchase order and transfer order shipping:

•  Supports inbound supplier shipments (goods being received from a supplier or facility)

•  Inbound supplier shipments may be linked to POs or transfer orders

•  Supports outbound purchase returns (goods being returned to a supplier)

•  Supports multiple user-defined rejection reasons

•  Shipments have one or more inbound packages with accepted and rejected quantities

•  Inbound packages may identify order details, products and their related features

•  Supports multiple user-defined receiving roles such as signing, inspecting and put away

•  Tracks the inventory receiving roles and parties involved in each receipt

Supplier portal (buyer-side GM-X deployments):

•  Allows suppliers to access the GM-X system to acknowledge receipt of POs

•  Allows suppliers to access the GM-X system to update the status of PO details

•  Allows suppliers to access the GM-X system to prepare shipments visible to buyers

•  Supplier-generated shipments can be used as advance shipment notices (ASNs)

•  Supports drop shipments (goods shipped direct from supplier to customer by distributor)

•  Maintains current status, shipment date and external shipment reference

•  Links each shipment to the relevant PO

•  Each shipment contains one or more outbound packages

•  Each outbound package contains quantities packed for one or more PO details

Outbound and inbound shipping (collaborative GM-X deployments):

•  Supports outbound customer shipments (goods being sent to a customer)

•  Supports drop shipments (goods shipped direct from supplier to customer by distributor)

•  Supports inbound customer returns (goods being returned by a customer)

•  Maintains and tracks return material authorizations (RMA) and details

•  Links each shipment to the relevant sales order

•  Each shipment contains one or more inbound and outbound packages

•  Each package contains quantities packed for one or more sales order or RMA details