For standard or commoditised items, Claritum provides a customer catalogue. The browser based catalogue is easy to use and highly intuitive to enable fast user adoption to large numbers of users across an organisation. User access can be pre-authorised (via corporate intranet) or secure password access.

Users can navigate or use powerful search tools to find items. Items included in the catalogue can include stock for call off, variable data, print on demand and RFx for ad hoc items. Users can requisition items through a user friendly shopping basket and approval workflow applied. 

Dependent on client requirements, the system provides a high degree of control over user access rights and permissions to ensure spend controls and approvals are enforced. Orders can be placed using purchase orders, budget codes, purchase cards or credit cards.

All approved orders are routed using Claritum’s Intelligent Order Routing Engine for fulfilment dependent on the rules and parameters configured in the system. Every user order is tracked in real time with a full audit trail, providing visibility and control to procurement.

 

Stock Call Off

Stock items are pre-printed or manufactured items held in stock and called off on a pick and pack basis. Users simply select and view the item they require (thumbnail, SKU/reference code, description, price, etc) and select the quantity they need. The item will appear in the user’s shopping basket. Dependent on configurable rules, the order can be sent directly for fulfilment or routed for approval. 

The Claritum system can either route to a pre-designated pick and pack facility for fulfilment or export the order data directly to an incumbent suppliers Warehouse Management System.

Where inventory is managed within Claritum, stock levels can be managed in real time, locations allocated, Unit of Measure set and pricing managed on a First in First Out (FIFO basis). Back orders can be managed and replenishment triggers can be set with alerts. Inbound orders auto create pick and pack and despatch notes.

 Order acknowledgement and despatch notifications with online order tracking can be automatically be sent to the customer. For integration with third party Warehouse Management Systems, Claritum exports the order data and imports stock reconciliation information to ensure seamless data alignment.

 

Variable data (or Web-to-Print)

Variable data artwork provides users with the opportunity to personalise branded items such as business cards, stationery, promotional print and point of sale. Personalisation can include free text, selection from pre-approved copy, user defined text (ie system populates artwork dependent on who user is), images, logos, data upload etc. For variable data artwork orders, the user experience is simple and intuitive.

  Just as for stock items, the user views and selects the item they require (thumbnail, SKU/reference code, description, price etc) and then is presented with a screen for personalisation. Once personalised the user can proof the item online before appearing in the shopping basket.

Again powerful approval tools ensure that only validated items can be ordered. The system creates a press ready artwork and all ordered items can routed via the Intelligent Order Routing Engine for fulfilment by internal print room or external supplier.

Every order creates a unique order reference, full work ticket, delivery instructions, purchase and sales ledger and audit trail. Dependent on configurable rules and parameters, orders can be routed directly to the internal print room or to external suppliers.    

 

Print on Demand

Print on Demand provides users with the capability to receive a price and upload a document or file (eg MS Word, Powerpoint, Excel etc) into the catalogue prior to placing an order.

The user simply selects a template (‘wiro-bound’ booklet, single laminated sheet, etc) and is presented with a configurable set of specifications (eg quantity, pages, colours front/back, substrate, binding, delivery date/time etc). Once populated the user receives a price onscreen immediately.

The user can flex the specification to meet their requirements (specifications, response times and budget). Prices are based on matrix of pre-approved costs. With a file uploaded, specification and price approved, the user can place an order. As with variable data every order creates a unique order reference, full work ticket, delivery instructions, purchase and sales ledger and audit trail.

Dependent on configurable rules and parameters, orders can be routed directly to the internal print room or to external suppliers.    

 

Request-for-Quote

For ad hoc, bespoke, newly created items and for reprints, users can be provided with an open or closed bid RFx (Request-for-Quote or Request-for-Proposal) capability. This enables users to specify their requirement using powerful visual templates and easy to use specification entry pages.

This not only ensures users complete a full specification, it reduces errors, saves times, allows granular analysis of user requisitions and enforces brand and production guidelines.

Dependent on the level of expertise of the user, the system can route the RFx directly to suppliers for response or to an expert buyer to complete the process or provide advice to the user.

Where a user has the knowledge or expertise to enter a specification, the system can ensure that the RFxs are only routed to appropriate suppliers for response. The parameters that control this RFx routing include supplier capabilities, location, profile (financial standing, ownership), performance criteria, quality/environmental accreditations and other rules. This ensures that only the ‘right’ suppliers are invited to bid.

Invited suppliers receive and email with a PDF of the RFx and a hyperlink into their personalised supplier portal to provide pricing. Open bid RFx rank the supplier bid against competitors.

Users can be provided with multiple supplier responses and can compare bids or a single supplier recommendation made by the system based on pre-configured rules. Dependent on the user permissions bids can be awarded to suppliers and orders routed in the usual way.