Timeline Compression
The entire procurement workflow (Vessel Requisition to PO) was cut from 35 days down to just 15 days.
Higher Discount Rates
By automating manual data entries, sourcing teams had more time to negotiate pricing, resulting in a 35% YTD increase.
Daily Time Saved
On average, procurement staff saved 2 hours daily on data input, comparisons, and chasing approvals.
Client Profile
Our client operates multiple mother vessels across Indonesia, managing a highly complex maritime logistics supply chain with a rigorous vendor selection process for ship maintenance and operations.
Challenges
Comparing quotes from 3-4 vendors per item meant managing up to 4,000 lines of procurement data monthly. Relying on manual Excel processing caused serious bottlenecks while vessels were waiting.
Double-Data Entry
Sourcing teams chose Excel for speed and flexibility, but supervisors required data in the ERP for approvals, resulting in repetitive double entry.
Sourcing Bottlenecks
Manual compilation of thousands of quote variations slowed down purchasing cycles, delaying crucial maintenance parts while vessels waited at sea.
Approval Friction
Supervisors and vessel captains rarely log into the rigid ERP, creating major friction when requesting quick approvals for Purchase Orders.
Delayed Decisions
Without accurate and timely quote data in the ERP, management struggled to make quick, strategic national procurement decisions.
Solutions
We designed a smart integration bridge using Apache HOP to connect their ERP directly to Google Sheets, bringing ERP data directly into their preferred workspace.
Apache HOP Integration
Using Apache HOP, the system automatically retrieves master data from the ERP to generate Google Spreadsheets pre-populated with live item and vendor profiles.
Spreadsheet Flexibility
The sourcing team gets the spreadsheet speed and flexibility they prefer, while management maintains unified master data integrity in the ERP.
One-Click Email Approvals
Approval requests are shot straight to management’s email. A single click in the email instantly syncs back and generates POs in the ERP.
Proactive Sourcing
By freeing staff from manual data entries, sourcing teams had the bandwidth to negotiate better deals and pricing results with vendors.
Results
Integrating Google Sheets with the ERP via Apache HOP dramatically accelerated procurement operations and eliminated manual data overhead.
Timeline Compression
The entire procurement cycle—from vessel requisition to final PO issuance—was cut from 35 days down to just 15 days.
Pricing Sourcing Results
Staff had more bandwidth to negotiate rates with vendors, leading to a 35% YTD increase in discount rates.
Staff Time Savings
On average, procurement staff saved 2 hours daily on data input, comparisons, and chasing approvals.
Master Data Compliance
Google Sheets remain compliant with the ERP’s master data validation rules, eliminating UOM or vendor code errors.
Andrew Kam
President DirectorExplore Other Case Studies
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