CASE STUDY
with the Manager
Supplier Portal
PROBLEM
Managing a global supply chain presented a unique set of challenges for our client, sourcing materials from over 90 countries. Keeping track of orders, long-term contracts, delivery timelines, critical documentation, and maintaining consistent communication with suppliers had evolved over many years as a manual, paper-driven and email communication process.
The implementation of a new ERP system as part of a wider business transformation programme (amalgamating five businesses into one) highlighted the opportunity to systemise the end-to-end purchasing process, enabling standardised working practices across multiple purchasing functions.
SOLUTION
The client approached eoCiTO with a clear vision: build a portal that would enable effortless, two-way communication with suppliers. They required a digital solution that could centralise the creation and acknowledgement of purchase orders, allow for suppliers to interact directly with order confirmations, delivery schedules, shipping details, and ultimately reduce friction in the procurement process.
Designing for Simplicity and Scale
Given the scale of their operations, spanning multiple continents, languages, currencies and working cultures, the client emphasised that simplicity must be at the core of the portal’s design.
They needed a system intuitive enough for use by suppliers with varying levels of digital and device maturity, yet powerful enough to support multimillion-pound, multi-faceted supply transactions and contracts without delay or miscommunication.
Collaborating with the Client’s Purchasing Team
eoCiTO engaged in extensive collaboration with the client’s internal purchasing teams, along with associated internal functions (including Goods Receipting, Accounts Payable, Planning and Quality Assurance teams) from the outset.
By mapping out their complete Purchase-to-Pay workflows, pain points, and compliance needs, we ensured that the foundational design of the Supplier Portal addressed their immediate requirements. But our team saw an opportunity to deliver even more value.
SOLUTION EVOLUTION
To broaden the portal’s impact, we conducted discovery sessions with not just procurement staff, but also suppliers, shipping agents and external third-party warehouses. This holistic approach unearthed additional requirements—such as the ability to share and manage technical specifications, track compliance documentation and handle supplier non-conformance reports—all of which were integrated into the final solution.
Key Features and Functional Enhancements
The result was a robust yet user-friendly portal.
• Suppliers can now log in to access purchase orders, confirm delivery details and upload required documentation.
• Compliance teams can share and review necessary certifications.
• Quality teams can flag any supplier non-conformances directly within the system, with associated impact in invoice payment.
• Accounts Payable teams now have real-time access to goods receipt status through an integration from the Supplier Portal to the business ERP.
• Procurement professionals can initiate and manage contract orders, RFPs and import documentation, all without ever leaving the platform.
IMPACT
One of the portal’s most significant contributions has been improved transparency.
• All supply chain participants now have access to a single source of truth, reducing the risk of errors, duplicated effort, and lost documentation.
• Issues can be escalated and resolved faster, with full visibility for relevant stakeholders.
• The level of manual intervention to manage invoice and paperwork discrepancies has been reduced by 90% - processes are fundamentally in control.
Achieving Scale Without Downtime
Since going live, the Supplier Portal has become an essential part of the company’s procurement infrastructure. It now supports the annual delivery of over £100 million in raw materials, finished goods, and packaging, without a single hour of system downtime over three years of operation.
This stability is a testament to the platform’s resilient architecture and careful implementation.
Strategic Benefits Realised
The client has realised significant strategic benefits from the Supplier Portal. Procurement cycles are shorter, fewer shipping delays occur, and relationships with key suppliers have strengthened due to clearer expectations and better communication.
The time saved from manual tracking and email-based document exchanges is now redirected toward higher-value activities.
With the Supplier Portal now deeply embedded in daily operations, the client is exploring new ways to leverage it further. Upcoming enhancements include analytics dashboards for supplier performance, predictive tools for risk management, and deeper integration with ERP systems.
The foundation laid by the Supplier Portal positions the organisation for continued supply chain excellence and digital transformation.
Head of Service Delivery
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Manager.Software website and via our LinkedIn profile, for queries please email info@eocito.com
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