More control, efficiency, and accuracy
In just twelve weeks, Cimex Invest migrated its existing purchase order approvals process from Nintex to the K2 Cloud platform, with support from a local K2 partner. The K2 solution integrated with the organization’s other IT systems and existing databases effortlessly, enabling the IT team to recreate this core business process very quickly and switch off Nintex completely.
Since then, the IT team has been able to take advantage of the flexibility of the K2 platform to deliver some key improvements to the purchase order approvals process. It has, for example, created an automated form to help employees identify the correct person to approve purchase orders. In the past, the IT team couldn’t always respond to requests for changes to the purchase order approvals process as some changes were either too complicated to implement using Nintex or required integrations that Nintex couldn’t support. Now, however, the team has a more versatile platform that it can use to easily adapt the process and develop enhancements as needed. “Using K2, we can deliver the process improvements the business needs and we can also respond very quickly,” Jenč says.
Critically, the new K2-based purchase order approvals process is now helping Cimex Invest to better monitor and control expenditure across the entire company. Managers of cost centers can use K2 reports to monitor the volume of requests in real time and ensure expenditure is in line with profitability. The new process also helps to improve invoicing accuracy. Information is automatically transferred directly into the company’s accounting system and included in invoices without any manual input, reducing the chance of human error.
End users now save time as requests to purchase items can be created in as little as 10 seconds rather than several minutes, a noteworthy time saving for a business that processes more than 2000 purchase order requests each year.
Cimex Invest is now planning further enhancements to the process to introduce new functionality for verifying that goods and services received correspond with purchase orders. A second planned process extension will introduce new functionality for generating, approving and archiving contracts. “These are all small workflows for K2, but all together they will enable us to build one big, integrated business process, covering all aspects of purchasing, and make our business more efficient,” concludes Jenč.