We help companies innovate their purchase process with transparency, agility and economy, allowing greater strategic focus.

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PRESENTATION
e-PROCUREMENT USEMOL
JUNE/ 2013

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CONTENTS
 Introduction;
 Purchase Requests;
 Types of Purchase (Quotation, Formal Bidding, Catalog, Reverse Auction);
 Comparative Map (Price per Region, Simulation, Management NCM);
 Order Placement, Approval Workflow (Financial and Technical);
 Purchasing Services (Contract Analysis and Management, Billing Instructions);
 Approval and Management of Suppliers;
 Management Reports;
Interface with Management System (ERP);
 Operations Desk Center (follow-up of quotations and orders)

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INTRODUCTION
Semapi’s Purchase Portal
integrates business and
communication between
buyers and suppliers in a
safe web environment.
We innovate the purchase
process with agility,
transparency and economy,
allowing your operation to
have more focus on your
business strategy.
More than 20.000 suppliers registered from all business segments

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Delivery and Receipt of
products/services
Confirm and accept the order
Check the Pre Invoice and confirm payment
method
Generate Pre Invoice
Request internal approval and place the order
Negotiate prices
Analyse and suggest negotiations
Provide standardized price quotations
Search for suppliers and request price quotations
BUYER
SUPPLIER
INTRODUCTION – SHOWING HOW THE SYSTEM WORKS
Like a DNA, Usemol system retains
informations and transactions between
buyers and suppliers, since the moment
orders are requested, until the moment
they are delivered.

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PURCHASE ORDER
 Friendly and smart interface that speeds up the process;
Reduces the time of operation organizing orders by categories;
Through the standardized lists of available items there is a huge gain on time and productivity when placing an order;
Cost reduction on ERP licenses for users soliciting;
Follow up in real time all the stages of the purchase process.

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TYPES OF PURCHASE – QUOTATION / FORMAL BIDDING
Software SaaS, no costs with hardware and infrastructure;
All quotations are made in only one platform;
Interface with any ERP ;
Flexibility to customize
Base of suppliers on constant increase;
Easy access to the purchase process allowing a quick follow up;

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ERPERPERPERP Excel Spreadsheet – Manual ProcessExcel Spreadsheet – Manual Process
STARTSTART
ENDCreate aCreate a
Purchase OrderPurchase Order
Create and Excel
spreadsheet and
email to suppliers
asking for
quotations
Create and Excel
spreadsheet and
email to suppliers
asking for
quotations
Receive prices and
update the
spreadsheet
Receive prices and
update the
spreadsheet
Analyze the
spreadsheet and
choose a supplier
Analyze the
spreadsheet and
choose a supplier
Negotiate with
the Suppliers
Negotiate with
the Suppliers
Create and Check
a Purchase
Request
Create and Check
a Purchase
Request
Approve PurchaseApprove Purchase
RequestRequest
START
DoorwayDoorway ERPERPERPERP
ENDCreate aCreate a
Purchase OrderPurchase Order
Select Suppliers
(they will receive a
notice
automatically)
Select Suppliers
(they will receive a
notice
automatically)
Analyze and
choose a supplier
Analyze and
choose a supplier
Negotiate with
the Suppliers
Negotiate with
the Suppliers
Generate an
Automatical
Purchase Request
Generate an
Automatical
Purchase Request
Approve PurchaseApprove Purchase
RequestRequest
Under-dimensioned
process
Develop and
Register the
supplier
Re-Dimensioned
Process
COMPARISON OF OPERATION BEFORE AND AFTER THE SEMAPI`S PORTAL

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COMPAIRING BEFORE AND AFTER THE PORTAL OPERATION USE
MANUAL PURCHASING USEMOL SYSTEM

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PURCHASE TYPES: E - CATALOG
The electronic purchase agreement, is turned into a permanent quotation, which can be integrated with an ERP
purchase request, or can remain available on line for users.
Lead time reduction;
On time delivery increasing rate.
ELECTRONIC
CATALOG

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E-CATALOG: CASES – LEAD TIME & COST REDUCTION
Traditional System:Traditional System:
The need is identified in the factory - R$ 2,65R$ 2,65
The buyer inserts a request in the system through a narrative that he creates – R$ 1,14R$ 1,14
The request requires management and supervision approval – R$ 4,26R$ 4,26
The purchasing department exchange the request for a Purchasing Order (PO) and print it – R$ 1,19R$ 1,19
The buyer ranks the order as “ordinary” , “urgent” or “exclusive supplier”, and in case of urgency or exclusive
supplier, he requests a filled up and signed form, before making the purchase– R$ 1,90R$ 1,90
The buyer negotiates a bulk purchase (which sometimes means losses ) – R$ 6,82R$ 6,82
The buyer makes a quotation on the market - R$ 10,61R$ 10,61
After the quotations are received, the negotiation and closure of business starts to shape-up – R$ 13,64R$ 13,64
The whole process is typed in the system and the purchasing order is sent - R$3,41R$3,41
The order goes through all the relevant signatures and it is sent to the supplier – R$ 3,78R$ 3,78
Folow-up the purchase order is mandatory – R$ 1,52R$ 1,52
Average time spent in each orderAverage time spent in each order
05 to 15 days under the cost of R$ 50,9205 to 15 days under the cost of R$ 50,92

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E-CATALOG: CASES – LEAD TIME & COST REDUCTION
Usemol System Implemented:Usemol System Implemented:
The need is identified in the factory – R$ 2,65– R$ 2,65
The buyer inserts a request in the system choosing items registered in the database – R$ 1,14R$ 1,14
If the item or service does not exist in the database, it must the registered – R$ 1,14R$ 1,14
The buyer automatically sends an order to the system, considering there is an existing contract – R$ 2,08– R$ 2,08
In case there`s not yet an existing contract, the order follows regular purchase method, and the purchase department
evaluates the inclusion of a new contract. – R$ 10,61– R$ 10,61
Average time spent in each order:
01 to 03 days under the cost of R$ 17,62
 Bureaucracy Reduction;
 Purchasing lead time reduction 70%;
Operational costs reduction 65%;

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E-CATALOG: CASES – SERVICE LEVEL
Traditional SystemTraditional System Implemented Usemol SystemImplemented Usemol System
Supply level reduced;
 Increase in productivity;

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E-CATALOG: CASES – SERVICE LEVEL
Increase of 46% on service
level of purchasing orders

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PURCHASE TYPES – REVERSE AUCTION
It is a product or service procurement process with higher added value. It is also ideal for for closure or renovation
of deals for indirect items. This is the best resolution for a negotiation when the aim is a price reduction.
Totally clear and safe;
Honest and reliable process;
Saving in average 11% per auction.
REVERSE
AUCTION
Unit:

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REVERSE AUCTION: CASES – COST REDUCTION
Material Categories Retrieved Cost Reduction
Service Generators Maintenance 20%
Electricity Lamps 22%
Service Sewage 11%
Maintenance MRO 5%
Service Roof Exchange 14%

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REVERSE AUCTION: CASES – COST REDUCTION
Sales machine
Category
Total estimated amount
Total negotiated
amountReduction
% of Savings
Printed Package
Visual
communication
Total Estimated
AmountTotal Negotiated Amount
Reduction
% of Savings

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COMPARATIVE MAP
STANDARD WORKSHEET:
SIMULATOR
NEGOTIATION

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ORDER PLACEMENT, APPROVAL WORKFLOW (FINANTIAL AND TECHNICAL)
In approving an order the Usemal shows all the process performed by the purchasing department in the same
screen, which results in gain of agility and control.
TECHNICAL APPROVAL

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PURCHASING SERVICES
ITEMS:
BUDGET

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AUTOMATICALLY GENERATES ORDERS OF PAYMENT
PURCHASING SERVICES

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ANALISING THE SERVICE HIRED
CONTRACT LIFE CYCLE CONTROL PANEL
PURCHASING SERVICES

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PERFORMANCE INDICATORS
CHECK LIST OF CONTRACTS TO EVALUATE
PURCHASING SERVICES - MESUREMENTS
MESUREMENT APPROVALS

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SUPPLIERS MANAGEMENT
VALIDATION SYSTEM
DOCUMENT CONTROL
AUTOMATIC NOTES
DOCUMENTS EXPIRAL DATES CONTROL PANEL
PERFORMANCE INDICATORS

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MANAGEMENT REPORTS
The Usemol procedures are registered for further information and analisys on management
reports, providing meaningful help on strategic purchase decisions
Montly Purchase Requests
Purchase Lead Time

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OPERATIONS DESK CENTER
Follow-up on quotations, orders and
product delivery;
Analysis on items and quotations;
Validation of suppliers
Standardize and descriptions of materials;
Training;
Support.
Reduce phone costs;
Reduce operational costs;
Smart use of time on procedures;
Greater focus on Strategic.
The Usemol system offers an Operation Desk Center to better serve and support their clients.
We are available and prepared to deliver a better performance for your team, helping them
to eliminate time loss on the execution of certain activities.

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INTERFACES
E
R
P

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“Within the very short time we are working with this tool we could realize it really
simplified the purchase process. It is easy to use with accessible procedures that
make buyers and suppliers routines much more agile “
--Purchase Department, Comolatti
“ This tool is very easy to use, allowing the complete optimization of the purchase process, not
only for buyers but also for suppliers.The system is a time saver and makes it possible to
properly manage the department routines.
--Luiz Claudio Pereira, Purchase Analist
WHAT OUR CLIENTS SAY ABOUT US?

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SEMAPI'S MAIN CLIENTS

29. e-PROCUREMENT Usemol
3229, Nove de Julho Avenue
Zip code : 01407-000
São Paulo – SP Brazil
phone 55 (11) 2144 4300
fax 55 (11) 3051 4904
www.semapi.com.br