Epsys Brochure

Procure to Pay plus

epsys.co.uk 0800 230 0676

Procure to Pay+

Procure to Pay

epsys is the leading e-trading system for the hospitality industry, delivering both time and cost savings from purchasing to payment.

epsys.co.uk

Introducing Epsys

epsys has been providing market-leading e-procurement solutions to the hospitality industry since 2001.

Today, epsys is the leader in its field, streamlining order placement, supplier, product and price file management, purchase approvals and invoicing. epsys is not a one size fits all solution; it is a flexible and highly customisable system that can be shaped to meet the demands of any organisation.

Designed to integrate seamlessly with existing business or finance software, and simple and intuitive to use, epsys requires nothing more than an internet connection to dynamically link all of your key people across multiple departments to your chosen suppliers, delivering real cost savings across the entire buying cycle.

Key Functionality:

Dynamic supplier, product and pricing management.

Online ordering routed to each of your chosen suppliers.

Menu-driven ordering, along with automated order compilation.

Intuitive purchase order facility for non-catalogued goods and services.

Electronic invoice receipt, reconciliation and approval.

Automated credit to rectify pricing or delivery errors.

Invoice/accrual integration with existing finance systems.

Stock management and valuation.

Margin and profit management, plus real-time cost forecasting.

ÂŁ180m traded via the system per year

1,500 Suppliers trading (and counting)

650,000 items are price checked per day to ensure accuracy

4,000+ Flexible Supplier Management

Future Proofed Procurement

As epsys is an established e-trading system for hospitality businesses, new clients will find that it is already integrated with most key suppliers, efficiently exchanging product, order and invoice date in real-time.

And as new suppliers need to be added this can be achieved quickly and effectively, whether they are a large national wholesaler or a local grocer.

Offering simple integration of new suppliers and dynamic pricing management in a single, intuitive system accessible anywhere with an internet connection, epsys delivers true scalability. For a growing company with evolving challenges or an expanding portfolio of sites, epsys provides a future proofed buying solution that grows with your business.

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

clients currently use epsys

24/7

support, 365 days of the year

epsys.co.uk

Government Councils, Local Authorities

Proven Efficiency in Any Sector

epsys is used and trusted by a broad range of organisations across the private and public sectors.

From organisations operating a single location to group portfolios or international businesses with operations across the world, epsys has been specifically developed to meet the demands of any type of hospitality business, streamlining

Education Schools, Colleges, Further Education, Universities,

the workload associated with processing potentially thousands of financial transactions and maximising the efficiency and cost-effectiveness of the buying process. Sectors already using epsys include:

epsys benefits

Currently over 4,000 businesses rely on epsys to improve the efficiency and cost-effectiveness of their buying process, with benefits that include: Streamlined buying process

Reduced costs

Finance system integration

Management visibility

Error detection

Flexible implementation

Reliable performance

Secure environment

Standardises and automates, minimising the workload associated with processing multiple transactions and managing numerous suppliers.

Saves administrative time and manages supplier pricing, with no significant investment necessary.

Seamlessly integrates with existing accounting and management systems.

Full order to pay transparency with intuitive real-time reporting and analysis to help drive operational improvement.

Reduced administrative errors through proven business processes, plus line by line invoice checking to identify errors and raise credit requests.

Customisable to suit every type of purchasing activity from catering to housekeeping, grounds maintenance to utilities across multiple sites if required.

Zero maintenance, fully hosted solution with no hardware needs, helpdesk support and 24/7/365 monitoring to ensure 100% up-time.

Your data is safe - meets all industry standards on security and confidentiality to ensure peace of mind.

To find out more about how we have helped different clients please visit: www.epsys.co.uk/case-studies

Corporate In-House Catering, Catering Contractors, Event Caterers

Catering Contractors

Care

custody

Care of the Elderly, NHS, Private Hospitals

HMP, Private Prisons

Education, Government, Leisure, B&I

FM Providers

Leisure

Hospitals, MOD, Education & Staff Catering

Hotels, Restaurants, Public Attractions, Sports Venues

Did you know

epsys is so effective in producing cost-savings and so flexible to implement that it is now being used by businesses outside of the hospitality industry.

Seamless System Integration Since epsys is so flexible, it fits perfectly into any existing business process. Its proven capability to integrate with existing management systems means epsys can be deployed to complement not only organisations’ core finance systems,

but also their current stock and EpoS systems. For companies running Enterprise systems such as SAP, epsys can be configured to communicate seamlessly with these existing systems to deliver a complete end-to-end solution, and exceptional efficiencies.

Powerful and Intuitive Control Clear and simple to use, the web-based epsys interface puts powerful buying tools at the disposal of your teams with minimal requirement for training. To simplify even further, hierarchies are easily created so

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

that users in different departments only see the components of the system relevant to their activity.

This delivers an even more focused experience for each user, ensuring hassle-free buy-in from all divisional departments.

80 upto

reduction

purchase % inledger costs could be achieved.

epsys.co.uk

Efficiency Across Your Business

Designed with the hospitality industry in mind and established since 2001, epsys has achieved an unparalleled level of integration with all of the major suppliers across the sector and many of the smaller players as well. This means that with minimal configuration, it is able to automate and streamline supplier, product and pricing management and even purchase non-catalogued goods and services through a simple to use module.

Procure to Pay

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Requiring no hardware investment, and offering seamless integration with existing management, finance and EPoS systems, epsys delivers widespread efficiencies across the whole buying cycle that drive exceptional cost-savings from day one.

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epsys is a powerful e-trading tool that has become established as the market leader across the hospitality industry due to its flexibility, its simple and intuitive functionality, its comprehensive feature set and its low implementation costs.

The degree to which epsys can integrate with your business, and the efficiencies it delivers, means that it provides distinct benefits to every team - procurement, operations and finance.

Working with epsys across an organisation is very straightforward, due to the intuitive interface and the flexible configuration: users can work with epsys as easily as they would navigate a website, while hierarchies setup within the system ensure that users across different divisions only see the options and functionality directly applicable to them. This ensures that training requirements are minimal, so the time you save by automating time-consuming buying processes translates directly into cost savings.

Procure to Pay +

Procurement

REM

Procure to Pay

epsys gives you more fine control over the buying process, whilst also hugely reducing workloads:

EN T

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

PRO CU

Whether your business environment is a single site, a group portfolio or an international organisation, managing buying processes at scale can be an arduous and time consuming task. Managing 10, 20, 30 or larger numbers of supplier agreements and price files not only requires significant resources, but can also be prone to errors, which can be costly.

It is difficult to maintain granular visibility into the individual purchases of a large scale buying process; epsys provides detailed reporting that can be easily interrogated and imported into existing management systems.

Such reporting can be used to ensure that future buying decisions are made on an informed basis.

With epsys, supplier price management becomes radically more efficient: with automated product and pricing controls at one end and invoices automatically received, reconciled and approved at the other, the whole process flow is streamlined and errors are virtually eliminated. Along with credit requests automatically issued for pricing or delivery errors, the end to end system offers an unprecedented real-time financial viewpoint.

• Control compliance within an estate • Restrict products/suppliers by site – no maverick spend • Price change analysis and control • Reduced buying costs through greater price change visibility • Identification of delivery errors with automatic credit requests • Effortless reporting on supplier performance • Due diligence auditing • Simple, streamlined purchase order process for non-catalogued items • Real-time trend analysis

epsys.co.uk

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Procure to Pay

Operations

Operators need a simple system that makes it easy for them to buy the goods and services essential to their service delivery. epsys will present operators with a suite of approved suppliers and products from which they are authorised to buy at prices that have been previously agreed.

Order compilation, to multiple suppliers, takes place from a single screen. At the press of a button, individual orders are sent to the correct supplier for delivery, and order templates, favourites, previous order histories and tailored menus streamline the complete order process.

Operators can be protected from over-ordering by various approval hierarchies and/or in-built budget control mechanisms; and because the system holds live price files, stock valuation is 100% accurate.

But it’s not only about ordering: the wide range of additional modules developed by caterers for caterers ensures that the system adds value to every aspect of the management process.

epsys gives operators complete spend visibility – when an order is placed, the exact cost is known and if the order is invoiced at a different price a credit note is raised.

• Simple and intuitive online order process, requiring minimal training • Standardised processes to reduce resource requirements and eliminate errors

• Real-time visibility of prices •U ser approval hierarchies to prohibit spend by user or budget • Accurate stock control values • Margin management control •R igorous supplier performance analysis •A rchives all purchasing detail for immediate access

Finance

Financial control professionals are experienced in working with enterprise level finance systems and manipulating large volumes of financial data. However, this financial data is only as reliable as the users who have created the purchase orders, checked the deliveries of stock or approved over the invoices.

In an environment where very large numbers of financial transactions occur every day and numerous individuals are involved in the overall process, errors can easily creep in. Worse still, where an issue is suspected it can be extremely time consuming to pinpoint the problem and to establish the necessary audit trail across multiple on and offline systems.

Procure to Pay

FINANCE

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

Real-time visibility of the end-toend buying process, online and readily accessible to authorised users with no special hardware beyond a standard computer, gives finance teams the tools that they need to ensure complete control and reliability across all procurement transactions. epsys offers precisely this, along with numerous other benefits including automated invoice checking, automated creation and delivery of credit requests and the cost savings inherent in significantly streamlining the buying cycle. Not only this, but it can be seamlessly integrated with existing financial systems for unmatched visibility and control.

epsys gives you greater financial control with more comprehensive and more reliable financial data from the first stages of each purchase, whilst reducing the labour required to monitor and validate transactions: • Electronic invoice exchange •A utomatic line-by-line invoice reconciliation • Price control against all products and services

• Budget control • Detailed accrual information • Invoice dispute management • Automatic Statement reconciliation • Real-time visibility on transactions and budgets • Cost-savings through greater efficiency across entire buying cycle • Seamless integration with existing financial systems • Elimination of human error across buying process

epsys.co.uk

Empowering Your Business Strategic Benefits of epsys

The epsys platform streamlines your existing procurement function with automated systems and intelligent management that saves you time and money.

It also adds new functionality to your procurement cycle, delivering added value in reporting, visibility and end-to-end control.

The benefits to your business of using epsys spread far beyond the core procurement efficiencies – it integrates fully with your business from supplier management to finance, empowering you to make better decisions and achieve greater success.

Seamless Supplier Integration Uniquely, epsys has overcome the challenges that exist in integrating all suppliers into a single online buying management portal. epsys enables your suppliers to maintain live links with the system and empowers buyers and admin teams to manage the financial aspects of each supplier relationship.

The supplier-facing system eradicates the issue of making real-time price file information available across the network, thereby enabling accurate reporting upon demand, up to date stock management/recipe costing and immediate access to current price file listings.

Streamlining Supplier Relationships The management of multiple supplier relationships is complex, so epsys streamlines the process, helping you to maximise the value of each supplier in your portfolio. From central control and approval of pricing to the seamless communication of promotions, epsys is the engine that will drive better supplier relationships. feature

benefit

Supplier Portal

Allowing suppliers to exchange critical data with the system, the supplier portal ensures that even those suppliers who may not have high IT capability can still trade electronically with your organisation.

Performance Monitoring

Accurate, real time monitoring of supplier performance against agreed service levels.

With a comprehensive range of reports available, epsys enables informed, high quality decision making now and in the future.

Range & Pricing Control

Avoiding any unexpected price movements, epsys allows suppliers to update their ranges and price files for client approval prior to release, so any changes are easily approved or rejected.

Marketing Noticeboard

A suite of messaging and notice board options enable easy communication of approved marketing initiatives from suppliers to your estate.

Controlled Promotions

Ability to circulate approved promotional material, ensuring you always get the greatest benefit possible from any specific supplier-led promotional activity.

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

epsys.co.uk

SIMPLIFYING THE PURCHASING PROCESS

The simple, well-defined purchasing processes within epsys will provide exceptional benefits for everyone involved in the purchasing process - operators, buyers and finance teams. epsys not only maximises the efficiency of the buying process but will significantly enhance cost control and general financial administration. feature

benefit

Order Capture

Quick and easy placement of orders online, using standard search, categories, favourites, shopping lists and order history features to aid the speed, accuracy and consistency of purchase orders.

Stock Validation/ Confirmation

Live validation of availability of supplier stock and confirmation of delivery despatch provides peace of mind when placing orders against multiple suppliers.

ENHANCING BUYING & PROCUREMENT

epsys promotes buying best practice and is equipped with a wide range of tools that enhance your ability to buy efficiently. Contract implementation and maintenance with epsys is swift and simple, offering deep analysis and insight to improve business efficiency and margin throughout the term of a buying cycle. feature

benefit

Goods Receipt

Catalogue Management

Low maintenance catalogue management tools ensure only approved suppliers and products are displayed. Price file approval has been streamlined into a simple and intuitive process.

Goods receipt process captures quantities, substitutes, nondeliveries and quality and temperature details of all deliveries made.

Invoice Import & Reconciliation

Automatically manages incoming price files for client approval, checks formats and rejects non-compliant files. Schedules expected incoming files and sends auto reminders for late or incomplete files.

Automated invoice reconciliation – by product line - ensures accurate supplier invoicing and allows for automated production of credit requests and an audited invoice dispute process.

Statement Reconciliation

Fully automated supplier statement reconciliation, further reduces administrative burden.

Finance System Integration

Integration with finance systems to deliver fully reconciled, coded invoice and accrual details for direct import into ledgers.

Automated Import Management

Price Movement Control

Buyers are advised of the status of incoming price files, with automatic, line-by-line identification of new products, de-listed products, price changes or pack size changes. Buyers can then approve/reject changes identified and negotiate, where necessary, with the supplier.

Price Comparison

Enables clients to track and compare products from alternative supply sources by pack size and price, so providing a marketplace environment for more efficient buying.

Extra Support, Always at Hand

ENABLING PRECISE MARGIN CONTROL

epsys has been designed with simplicity in mind. Intuitive system control means that using epsys only reduces administrative effort, it doesn’t add to it. However, to ensure all clients are constantly supported, we also provide a dedicated support function.

With extensive online resources, video and documented training

Where product costs change due to market forces and price reviews, it can be difficult to keep on top of margin performance. epsys provides a range of tools that value stock and calculate recipe costs using live pricing. Knowing the effect of any price changes allows rapid intervention whenever necessary, so you’re always in control. feature

benefit

Stock Control

A range of dynamic stock management tools linked live to the latest products and prices.

Recipe & Menu Management

Easy to use recipe costing module that delivers dynamic costing of recipes using real time product pricing. Product orders may be placed against both recipes and menus.

Trading Reporting

Online capture of all daily trading information, including sales, cash, purchases and stock movements, enabling accurate, real-time reporting of local trading profitability and margin performance on a daily basis.

EpoS Integration

Ability to link seamlessly to EpoS solutions to exchange product, purchase and sales data directly with stock management and finance systems.

Point of Order Budget Control

Where appropriate, inbuilt point of order budget control ensures that overspends without prior consent are eradicated. Approval hierarchies may also be set-up to manage local order values, by commodity or supplier.

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

materials and access to a telephone helpdesk, system support is never a concern.

Group or one-to-one training is also available and our regular client meetings mean that any issues can be raised and resolved quickly and easily.

epsys.co.uk

Our Approach

Starting an engagement with epsys is a simple process. We have set out a simple four step guide which explains how we would proceed.

1.Establish

2.Explain

3.evaluate

4.empower

Our first meeting will lay the groundwork for our future engagement. We will seek to establish an understanding of the needs of your business, the current procedures in place and the goals that epsys can help to achieve in terms of streamlining your supply chain, improving your operational business process and eradicating many purchase ledger related tasks.

After the initial meeting, the epsys team will present to senior staff, provide a demonstration of the unique power of epsys and answer any questions that your management team may have. We will also work with individual divisions, like Finance or Procurement, to explain the benefits of epsys and how it will fit with existing or replace redundant systems.

Since epsys is a highly customisable system, our next step will be to evaluate in detail your specific requirements and really understand the shape of your current supply chain: this may include assessing the integration requirements of any existing management systems and undertaking a review of your suppliers’ integration needs. We then move to configure epsys to best achieve your goals.

Once launched, the epsys team will undertake thorough training sessions with the key client team and nominated trainers, empowering them to get the maximum benefit from our market leading technology.

After an initial period of close support, we will schedule regular meetings to ensure client satisfaction is maintained and any issues are addressed swiftly.

Partnerships that Last At epsys, we are committed to providing solutions for our clients that offer unparalleled cost savings and which fuel continuous growth. Just as our system is flexible enough to expand with your business, we seek to build long term relationships that will flourish over time. As our partnership grows, our

teams will inevitably develop a genuine understanding of your culture and the specifics that shape your business. Such an understanding promotes long term, mutually beneficial partnerships, which will deliver successful outcomes when faced with new commercial challenges as they arise.

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epsys helps companies by improving the control and visibility of their financial transactions, maximising their buying potential and streamlining their procedures. Today epsys works closely with over 4,000 clients, trades with over 1,500 suppliers and price checks more than 650,000 items per day to ensure accuracy.

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In a competitive and dynamic sector with a choice of e-procurement systems available, prospective clients may ask why they should choose epsys. We believe the choice is clear: Market leading

Designed specifically to cope with the complexities of the hospitality industry, the technology and service provided by epsys have made it the market leader.

User friendly

Intuitive online interface puts powerful procurement tools at your fingertips with the simplicity and ease of use of a website.

Adaptable

epsys is flexible enough to suit any business and adaptable enough to easily accommodate changes such as adding new suppliers, or amending/approving negotiated price files.

To arrange a free demonstration or discuss your requirements further please call 0800 230 0676

Affordable

As well as requiring no hardware investment and delivering huge cost-savings, epsys can be provided and maintained for remarkably low fees.

Supportive

With telephone support, regular client meetings and 24/7/365 system monitoring, epsys offers a wholly managed service that our clients know they can rely on.

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M3 Our mission at epsys is to ensure that our clients and their suppliers work in harmony. By continually improving the effectiveness of communications between every stakeholder in each unique buying process we strengthen business relationships, streamline workload and save you time and money.

Epsys Limited Alfa House 7 Doman Road Camberley Surrey GU15 3DN

T 0800 230 0676 E mailbox@epsys.co.uk www.epsys.co.uk