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Functions

From the request through approval to the order placed with the supplier. Take control of the purchasing process and your costs.

Module Functions

Purchasing tools that you can customize for your business

Forms, code lists, permissions, documents, suppliers, analytics, and integrations—all in one solution.

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The module does not require you to change your internal rules. SmartFP configures itself based on the forms, roles, organizational structure, and integrated systems you use.

Agenda Settings

Customize your records to suit your needs

Every organization needs to track different data when making purchases. In some cases, the decision is based on the project and the order; in others, it depends on the department, the capital budget, or the type of goods being purchased.

SmartFP allows you to customize a module’s data structure without creating separate tables for individual departments.

Result for the administrator: A single, consistent set of records that complies with your organization’s rules and glossary.

Custom Fields

Fill in the text, numeric, date, drop-down, or required fields.

Types and Categories

For example, distinguish between services, materials, investments, IT, and operational purchases.

Organizational Structure

Work with centers, projects, orders, branches, or budgets.

Item Lists

Standardize the names, units, rates, codes, and other information used for items.

Supplier Catalog

Maintain contact information, identification details, categories, and internal information about suppliers.

Number Sequences

Set a custom number format based on the year, company, or document type.

Data Checks

Required fields and validation rules will prevent incomplete or inconsistent entries.

Audit History

You can view changes to values, the author of the edit, the time, and related documents.

Permissions and Rules

Determine who can view and make decisions, without having to manually monitor permissions

Access can be controlled based on the user, group, role, company, cost center, or other organizational affiliation. The same rules apply to both available records and reports.

Result for administrators: Sensitive business data is accessible only to those who need it for their work.

Take advantage of the structure you already have in place at your company

Users and groups can be synchronized from Microsoft AD or Google. Single sign-on (SSO) simplifies account management and makes employees’ work easier.

Roles | Groups | SSO | Access Audit

Suppliers and Documents

Keep Your Business Documents Consistent and Easy to Find

The module integrates supplier records, document templates, and related attachments. This ensures that company outputs have a consistent format and are based on up-to-date data.
Document templates can be customized to reflect the company’s brand, legal information, and internal requirements.

Benefits for purchasing: Fewer paper documents, fewer conflicting versions, and a clear link between the record and the supporting documents.

Supplier Registry

Manage contacts, categories, internal notes, and related documentation.

Preferred Suppliers

Select suppliers with framework terms or a special arrangement.

General Relationships

Keep track of the validity of agreements, limits, and information that can be used in decision-making.

Request Templates

Prepare standardized outputs that reflect your company’s brand identity and include the required information.

Order Templates

Define the appearance, content, numbering, and conditions of the resulting documents.

Electronic Signatures

Link documents to Signi or eSigno based on the required signature level.

Attachments and Versions

Keep quotes, specifications, confirmations, and other supporting documents in a single record.

Links Between Modules

Link suppliers and documents to invoices, contracts, or other SmartFP tasks.

Purchasing Analytics

Turn your records into decision-making tools

Reports can be generated by supplier, category, organizational unit, project, user, time period, or custom fields.

Each role can have its own dashboard—ranging from a personal overview to an organization-wide summary.

Benefit for management: The data has a consistent structure and can be compared without having to merge multiple tables.

Automation and Integration

Expand the module withoutcreating an isolated system

SmartFP can function as a standalone module or as part of a broader platform. It exchanges data with the company’s existing applications through integration interfaces.

Benefit for IT: Users work with up-to-date data, and there is no need to maintain the same information in multiple locations.

Notification Rules

Configure events, recipients, channels, and the content of system messages.

API interface

Connect your accounting system, ERP, data warehouse, or other internal applications.

Imports and Exports

Transfer dials and data in the agreed-upon format without having to retype them manually.

Modular Expansion

Add Invoices, Contracts, Projects, or other modules on the same platform.

Connect the module to the Invoice Register

Take advantage of shared suppliers, organizational data, and links between documents in related modules.

More About Invoice Tracking

Customize Your Shopping List

Select the features, dials, permissions, and integrations that best suit your organization.

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