Purchase management software
The starting point for purchasing processes in the V-Desk system is the purchasing documentation in the form of an electronic application. Once completed by the user, it is subjected to further processes such as validation and automatic completion with data on: assortment, quantity, purchaser and contractor data.
The V-Desk system allows control and planning of expenditure before the actual obligation is incurred, based on the relevant purchase documents.
Are you familiar with these corporate purchasing management issues?
Lack of registration and circulation of enquiries
V-Desk enables the preparation and registration of orders, including the registration of documents and the circulation of requests for quotations.
Lack of a single information base system
V-Desk is such a system. Access to purchasing documentation is available to authorised employees, who can retrieve any procurement reports.
Purchasing procedures are not integrated into the budgeting module
In the V-Desk system, purchasing procedures are integrated into the budgeting module through access to records of purchase invoices. This provides the possibility of collating reports.
What do you gain by choosing the V-Desk purchase module?
Improved efficiency in the management and planning of company purchases
Controlling and planning expenditure before the commitment actually arises
Linking the purchase to the invoice and transferring the task to the contract execution
Integration with a central counterparty database in an ERP, CRM or other field system
Ability to create procurement reports for effective purchasing management
Reducing paperwork when documenting the purchasing process
What does the procurement process in V-Desk look like step by step
The procurement process in V-Desk begins with an electronic request. The user fills in a form, and the system can validate and enrich it with data such as item type, quantity, requester details, and supplier information. This reduces errors and shortens the time needed to prepare purchasing documentation from the very start. Attachments such as specifications, offers, or justifications can also be added to the request.
The next stage is approval in accordance with procedures, including thresholds, permissions, and substitutions. Decisions are recorded in the system, and users receive notifications about tasks to complete. If a request for quotation (RFQ) is part of the process, it can be handled in one place instead of moving files and arrangements between email inboxes.
Once the order is approved, V-Desk continues managing the process. It organizes statuses, monitors deadlines, and stores a full activity history. If needed, you can add a delivery confirmation or verification stage to check compliance between the order and the delivery. When a purchase invoice appears in the organization, it is automatically matched with the order, and accounting entries and approvals can be transferred from the order to the invoice. This shortens processing time, reduces manual data entry, and creates a consistent chain: request – order – invoice.
Purchasing management in V-Desk and V-Desk GA
The Purchasing module is available in both V-Desk implementation models. It can be configured in a dedicated version of the V-Desk system and can also be selected from the ready-made V-Desk GA processes.
Reports and spending control — data-driven decisions
V-Desk allows you to control and plan spending before a financial commitment is made. In practice, this means better cost predictability and improved budget management at the level of business units, departments, or projects. Validation rules help maintain data quality, such as required fields, limits, and consistency of supplier and purchasing information. Fewer document corrections mean faster decisions and shorter processing times. Data from requests, orders, and invoices can be compiled into reports such as: purchasing value over time, plan execution, number of orders per department, and share of purchases from key suppliers.
Reports also help identify bottlenecks (e.g., long approval times), monitor compliance with procedures, and prepare materials for audits. If you use ERP, CRM, or other domain systems, integration enables shared contractor data and unified information across the organization.
We will integrate the V-Desk into your systems
The advantage of the V-Desk system is that it can be integrated with virtually any IT system. There is no company on the market that does not already use some software. The whole magic is to integrate any software used in the company with V-Desk in such a way as to improve the business processes in the organisation.
