Source-to-Pay for the Central Government

The Central Government is the largest purchasing organization in the Netherlands. Ministries, agencies, and independent administrative bodies (zbo’s) procure billions of euros worth of goods and services annually, subject to strict requirements for legality, efficiency, and accountability. Anyone who records obligations late or incorrectly will face the consequences during the audit process. S2P & More implements a Source-to-Pay process that operates on a national scale. Employees need to be able to order easily, with a comprehensive audit trail for Procurement and Finance.

Why Source-to-Pay is different for the Central Government

The government operates on a scale unlike any other. Core departments work with the cash-commitment system: an obligation counts from the moment it is entered into, not just upon payment. Timely and accurate recording of purchase orders is therefore crucial for budget management and accountability. Independent administrative bodies do not use this system and have their own financial management, with different requirements for setup and reporting.

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In addition, departmental systems must connect to government-wide facilities such as Digipoort for e-invoicing, and procurement does not stop at the department's own borders. Through category management, the government makes many purchases on a national scale, and procurement execution centers (IUCs) conduct tenders for multiple organizations. This requires clear agreements on roles, mandates, and data exchange, as well as a process that balances user convenience, efficiency, and control over obligations.

Control over obligations and accountability

Three procurement challenges every department recognizes

Control over obligations and accountability
Complex IT infrastructure
Collaborating across departmental boundaries
"For the government, it’s not just about ordering quickly, but about being able to demonstrate that every obligation was entered into legally. A good S2P process makes that visible automatically."

– Derek Hooyman, Senior S2P Specialist | S2P & More

Our approach for the Central Government

  • Process analysis from procurement need to invoice payment
  • Insight into how obligations arise, are recorded, and proceed to payment
  • Procurement channel strategy, including optimal use of government-wide contracts
  • Obligation registration according to the cash-commitment system and demonstrably lawful conduct
  • Mandate structure and audit trail: every purchase order traceable to an approved mandate
  • Guidance on software selection for S2P or P2P platforms
  • Project management for implementation, integrations, configuration, and testing
  • Contract management and supplier management for government-wide and internal contracts
  • Training and adoption for purchasers and budget holders

The Ministry of Health, Welfare and Sport works with us to standardize and strengthen its procurement and payment processes.

Our processes

Source-to-Pay

Baseline measurement & analysis

What % of the spend is contracted? Do I have insight into my current commitments? What risks am I facing and, most importantly, how does the internal customer experience the S2P process? Before starting a Source-to-Pay project, it's important to understand your current position.
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Source-to-Pay

Business case & plan of action

Having guided dozens of Source-to-Pay improvement projects, we are able to quickly develop a powerful and complete plan of action or business case with all the elements that belong in it. We provide realistic time estimates and ensure all activities are accounted for. In addition, you will gain insight into a logical approach for your S2P challenge that fits your organization and the goals you want to achieve.
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Source-to-Pay

Market orientation & software selection

The Source-to-Pay software market is large, complex, and commercially driven. Every vendor claims to have the best solution for your organization. S2P & More is the only provider in the Netherlands that guides this selection process completely independently: without vendor bias or hidden agendas. We ensure you choose the right software based on your processes, your users, and your strategic goals. Not what the market sells, but what your organization needs.
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Source-to-Pay

Process design & purchasing channel strategy

Every organization procures differently, yet most organizations handle all their purchasing in the same way. This leads to unnecessary complexity, user frustration, and a loss of control over spend and compliance. S2P & More designs your procurement processes to align with how your organization operates: by procurement type, by ordering channel, with the right balance between user-friendliness and control. This way, smart procurement becomes the standard, not the exception.
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Source-to-Pay

Roll-out & Implementation

An S2P implementation is more than just installing software; it's an organizational transformation. Making the right technical choices, getting the organization on board, onboarding suppliers, and building buy-in among end-users: these are the factors that determine whether your implementation succeeds or stalls. S2P & More has navigated these challenges dozens of times with Dutch and European organizations. We know exactly where things go wrong and how to prevent it.
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Source-to-Pay

& More!

This service from S2P & More supports organizations in the post-S2P implementation phase. The critical period where adoption, PO percentage, and ongoing management are truly put to the test. The go-live is a milestone, but certainly not an endpoint. That's when the real work begins: ensuring the organization fully embraces the new system, boosting adoption, and evolving the system to match your ambitions.
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& More!
Baseline measurement & analysis
Business case & plan of action
Market orientation & software selection
Process design & purchasing channel strategy
Roll-out & Implementation

What are the benefits of S2P optimization for the Central Government?

  • Employees order quickly and compliantly within government-wide frameworks
  • Commitments are recorded accurately and on time
  • Invoices are automatically matched against purchase orders and contracts
  • Faster processing of e-invoices via Digipoort
  • Fewer errors and higher compliance, with a full audit trail
  • Better utilization of government-wide and internal contracts
  • Seamless collaboration between Procurement, Finance, policy, category management, and IUCs

System landscape within the Central Government

The ERP landscape within the Central Government is diverse. Departments and government organizations use SAP S/4HANA, Oracle, or Unit4 ERPx as their financial system, supplemented by S2P platforms such as Onventis and e-invoicing solutions like E-connect, alongside government-wide facilities such as Digipoort. The challenge is rarely a new system, but rather ensuring that connections and processes are correct. Specifically, the entire process: from procurement need to commitment and payment. S2P & More is independent. We advise on which S2P or P2P platform suits your organization and how to connect it to your ERP system and government-wide facilities.

Let's connect

S2P & More helps ministries, agencies, and public bodies harmonize procurement processes without making them unnecessarily complex for those who are not procurement professionals. Schedule a no-obligation consultation with Derek Hooyman, S2P Specialist for the Central Government, and discover where your organization can gain the most.

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Derek Hooyman S2P & More
FAQ

FAQs

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