Introduction

With the accelerating pace of modern business, procurement efficiency has become paramount. The introduction of marketplace integrations within procurement software streamlines the process of purchasing from top vendors like Amazon, Staples, or School Specialty. SCView takes this a step further by not just facilitating the buying process but also integrating it within a comprehensive procurement workflow that transitions an online order into a fully processed purchase order.

A. Problem Statement

Traditionally, placing an order on a vendor's website and then processing it through an organization's procurement system involves multiple manual steps prone to delays and inaccuracies. This disjointed approach can lead to inefficiencies, such as redundant data entry, approval bottlenecks, and errors that can stall or complicate purchases.

B. Solution

Creating a Marketplace Order

1. Within SCView, select the vendor marketplace, like Amazon, from the Tools > Requisitions page.
   
2. You'll automatically be redirected to the vendor's marketplace. Here you may search and select the items to order and add them to the cart.
   
   
3. Once all items have been added to the cart, proceed to the checkout. From here, click the "Submit order for approval" button to redirect back to SCView.
   
4. The SCView system automatically converts the cart into a new requisition.
   
   
5. This new requisition then seamlessly enters the established workflow process, where it's reviewed and approved according to predefined organizational procedures.
   
   
6. Once approved within the workflow, the requisition is converted into an official purchase order.
   
   
7. The purchase order is sent directly to both USAS and Amazon, thereby finalizing and placing the order without manual intervention.

Failed Marketplace Orders

When using the Amazon Marketplace with SCView you may receive a cancelled order notification from Amazon if your order takes longer than 7 days to place from the cart creation. This is put in place by Amazon to avoid issues with price changes and stock issues.

When this happens Amazon will notify the requestor that the order has been canceled and would need to be placed again. 

To continue:

1. Manually complete the order with Amazon directly through their site and not through a requisition.
2. Once order is submitted to Amazon, log into USAS to update the PO with the new/updated information.
3. Refresh the PO in SCView to pull the updated information.

NOTE: To ensure you are receiving the notifications from Amazon regarding cancellation and/or various other status updates you have set up your Order Safeguard settings to allow notifications. This can be done by following the steps shown below.

C. Best Practices

To ensure the marketplace integration works optimally:

• Regularly update and review your list of items and preferred vendors within the marketplace to reflect current procurement needs.
  
  
• Maintain clear and concise approval workflows in the SCView system to avoid delays in purchase order processing.
  
  
• Train staff on the end-to-end procurement process, emphasizing the importance of accuracy during the initial marketplace selection.
  
  
• Regularly audit your procurement process for any bottlenecks or inefficiencies and make necessary adjustments.

D. Troubleshooting

Should any issues arise within this integrated process:

• Check for software updates that might resolve integration hiccups between SCView and the vendor marketplace.
  
  
• Ensure there are no discrepancies between the items selected in the marketplace and what's reflected in the requisition module.
  
  
• If a purchase order isn't properly relayed to USAS or the vendor, verify that all system integrations are correctly configured and functioning.

E. Related Articles

Requisitions: Create a Requisition

eInvoicing: Overview

Conclusion

SCView's robust integration with marketplace orders represents a strategic leap forward in procurement technology. By automating the conversion of market selections to requisitions, and on to finalized purchase orders, the platform provides a seamless, end-to-end solution. This not only saves time and resources but also ensures greater accuracy and control throughout the procurement process, reaffirming the organization's commitment to operational excellence and financial accountability.