The path to a paperless office – step by step

For years, Metalock Engineering has been pursuing the goal of consistently digitizing internal processes, thereby making them more efficient, transparent, and reliable. An important building block on this path is the JobRouter® workflow platform, which is already being used successfully in numerous areas.
With the introduction of the digital ordering process, the company is continuing its modernization course – supported by Portolan’s technical implementation and process design – and creating a consistent workflow that reduces the workload for employees and noticeably speeds up purchasing.

From requirement to order – a self-explanatory process

What used to be done on paper, by email, or using various versions of Excel is now managed centrally. Employees enter their purchase requisitions directly into the system. From there, the data flows automatically to the purchasing department, where it is checked and processed for ordering.
An intelligent approval process ensures that orders are approved in one or two stages, depending on the amount. The order is then:

     • automatically transferred to the DCW system via web service
     • and sent to the supplier by email at the same time

Meanwhile, plausibility rules check every entry in the background. Errors are immediately visible – before they trigger subsequent steps in the process.
This creates a self-sustaining workflow that is transparent, traceable, and controllable at all times.

More clarity, less effort – enhancements that make a difference

Numerous enhancements have been implemented to optimize the ordering process and tailor it to the needs of the company. They not only make the workflow more powerful, but also more suitable for everyday use: 

     • Extended supplier master data: automatic transfer of relevant addresses from DCW
     • Assortment comparison: only suitable items from the respective supplier
     • Direct data access: use of central master data without media breaks
     • Flexible processing: purchasing can adjust prices, quantities, and items
     • Individual approval matrix: rules depending on amount limits
     • Transparent decision options: approve, reject, or return with comments
     • Automatic dispatch: order is sent electronically to the supplier, including CC option
     • Audit-proof storage: every order is archived digitally

A digital process that strengthens two departments

The new ordering workflow not only speeds up purchasing—it also makes work in invoice receipt easier. Clearly structured data and clearly documented approvals ensure shorter review times, fewer queries, and less duplication of work.
“Thanks to the clear inputs and approvals in the ordering process, the invoice receipt process runs much faster and we avoid duplication of work. This makes collaboration between purchasing and accounting much more efficient.”
— Mathias Bull, CFO, Metalock Engineering Germany GmbH