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.
Our customers are talking about V-Desk
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
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.
