Interfaces fall into three main categories as follows:
- Supplier Punch-outs
- Supplier Custom Interfaces
- Buyer Back-Office Interfaces
Punch-out Interfaces
A Punch-out is an industry standard interface between a procurement system and a supplier's e-commerce website. Many suppliers provide a website from which you can purchase their products and services. A growing number of these support the cXML Punch-out standard. When a Punch-out interface is in place the buyer can shop on the supplier's website while still collecting the purchasing data in the procurement system along with all their other purchases for reporting purposes. A properly implemented Punch-out also supports the application of your business rules through the procurement system such as budgeting impact and approval workflow.
From the buyer's perspective the Punch-out process works as follows:
- Buyer logs into BirchStreet.
- Buyer clicks a link in the BirchStreet system that takes them to the Supplier website.
- The buyer's credentials are passed to the supplier's website with the link and the user is automatically logged into the supplier's website.
- Using the credentials, the supplier's site automatically presents specific products and pricing associated with the buyer.
- The buyer navigates the supplier's website choosing products to purchase.
- Within the supplier's website the buyer goes through the "check out" process.
- Upon checkout the supplier's website transmits the purchase data to BirchStreet via industry standard cXML. The supplier's website holds the transaction in a pending status (not to be fulfilled yet).
- The BirchStreet e-procurement system generates a PO from the purchasing data and routes it for approval based on the business rules of your organization. As with all purchases, budgets can be checked instantly via the BirchStreet Budget Impact feature by the originator and the approver(s).
- When the PO is approved BirchStreet transmits a cXML approval message to the supplier's website.
- When the supplier's website receives the approval it processes the order for fulfillment.
In those cases where the supplier's website provides special features specific to their products or operation a Punch-out can be very beneficial. For example, some suppliers' websites provide a custom configurator (such as for uniforms, computers or printing) that allows the user to configure the product. A punch-out allows the user to shop using this configurator while still capturing all spend in one central database for reporting and analysis. It also allows for the consistent application of business rules and financial controls. Another reason for using a Punch-out is to provide access to real-time inventory availability, automated substitution suggestions and other fulfillment information/notifications provided on the supplier's website.
Generally the work required to implement a Punch-out is minor (compared to a custom interface), as it requires that the supplier adhere to industry standard protocols. Typically a modest upfront implementation fee is charged in addition to a small monthly maintenance fee. BirchStreet has many Punch-out interfaces in place today.
Supplier Custom Interfaces
In some cases the supplier may not support the cXML Punch-out standard, yet there may be a strong business reason to pursue an interface. In these cases a custom interface can be developed. BirchStreet has developed a number of custom Supplier interfaces on behalf of our customers.
Buyer Back-Office Interfaces
There are a number of different systems you may want to interface with the BirchStreet e-Procurement system to streamline back-office processes including: budgeting systems, AP systems, POS systems or BEO systems. BirchStreet has a number of back office interfaces in place to improve process flows for our customers today.