Featured Technology

April 2010: Vendor Management

Using the right software to store vendor information, initiate vendor work orders, and attach invoices to those work orders, creates more than just an electronic paper trail. It allows you to track and manage your vendor costs, forecast future costs, and put a cork in double billing. Not to mention providing proof the work was actually done and done right.               

Work Order Flow

Driving extreme efficiency in work order flow, Titan’s Web-based software is becoming the new standard of vendor management for c-store facility directors. Following is a simplified example of how the system helps manage the complete life cycle of a work order in 10 easy steps, from the initial request to the final invoice:

❶ Bob the employee at c-store #356 sees an issue at his facility that needs to be addressed. He logs into Titan’s Web Application at the store, and with a few simple clicks of the mouse, enters a work order for immediate resolution.

❷ The work order is instantly transmitted to the corporate office where it can be centrally managed. Because Bob’s store is one of 400 in the chain, Joe the Maintenance Director at corporate sees work orders from all his sites in one screen and prioritizes them accordingly. (Click on image for larger resolution)

❸ Joe the Maintenance Director reviews Bob’s work order and initiates dispatch, using one of the preferred vendors in the system in that area.

❹ Pat the Preferred Vendor receives an automated email notification for work to be done at store #356 from Joe. This automated notification includes the following information Pat will need to begin the work (Click on image for larger resolution):

❺ Pat the Preferred Vendor now sends a technician to visit Bob’s store and addresses the issue.

❻ Upon completing the work, Pat (or his technician) simply clicks on the link in the e-mail request, updates the work order detail, and designates it as “complete.” The screen below shows the work order detail screen Pat the Preferred Vendor received in his automated message from Joe (Click on image for larger resolution):

❼ Once Pat the Preferred Vendor verifies the work has been done by his technician, he clicks the “submit an invoice” button.

❽ The invoice, now attached to the work order, moves to the “completed work order” section of the page. The associated invoice, along with work detail, is automatically e-mailed to Joe and his accounting team at c-store corporate for payment.

❾ Joe now reviews the work was completed and can even run custom reports across all his stores, tracking things like “problem causes” or “average minutes spent by vendor. “ He can also open invoices to verify costs. This helps Joe become much more efficient in vendor management, and over time, saves his company lots of greenbacks.

❿ Joe is recognized for his achievements in operational efficiency and awarded employee of the year. He and his wife are given cruise tickets and embark on a long-needed vacation.

For a free demonstration or more information on Titan’s online solution for vendor management, please contact Titan today at ROI@mytitan.net.