Implementation of the Purchase-to-Payment process at the Municipality of Hoeksche Waard
The Municipality of Hoeksche Waard opted for a new financial system, Unit4 ERPx, and decided to implement the purchasing module at the same time. The municipality's aim is that an order request is submitted in advance for each order. The implementation of this Purchase-to-Pay (P2P) process formed the basis for more control over spending, better compliance and more efficient cooperation between purchasing and finance.
Challenges within the municipal organization
Since 2021, the Municipality of Hoeksche Waard has been working to improve the purchasing organization. The goal: reduce purchasing errors and better focus on municipal goals such as sustainable, circular and local purchasing. Initially, the focus was on the tendering process. The implementation of the new financial system was the reason to optimize the entire purchase-to-payment process.
There was no uniform ordering process within the municipality. Only a limited number of teams were already working with obligations. The optimization process focused on implementing new working methods, gaining full insight into expenses and ensuring efficient invoice processing. The goal? Provide a clear structure that excels in simplicity and ease of use for the entire organization.
“The phased approach allowed teams to get used to it calmly. With a high adoption rate and minimal resistance as a result.”
Approach: from basics to implementation
Together with the municipality, S2P & More has set up the purchasing process from the ground up. We have fully described, developed and implemented the process. In addition, we advised on the mandate regime and margins for invoices that did not directly match a purchase order number (IO). For employees, we provided extensive training courses, interactive information sessions and clear manuals. Because it was a new process for many employees, we opted for a phased rollout per team so that everyone could get used to it.
In addition, we optimized the process by investigating why invoices could not sometimes be linked to an IO. By removing these startup issues, the process is now smoother. To give management better insight into expenses, we designed reports at team and management levels.
Results: what did the project deliver?
The new purchasing process has shown demonstrable improvements within 12 months. Both the efficiency of the ordering process and the control of expenses have increased significantly.
Improved IO match Within 12 months, it grew from a 20% match on invoice and purchase order in the old system to 50% in the new system.
More control over budgets Management reports at team and management levels provide early insight into anomalies.
More efficient work process Employees make fewer mistakes, know more quickly which requests have priority and process orders more easily.
Process optimization By solving coupling problems and standardizing procedures, the process is now smooth and consistent.
Next step For invoices without IO, an IO will still have to be created in advance in the future. This gives the process more structure and control.
From fragmented ordering behavior to structural budget control
The implementation at the Municipality of Hoeksche Waard has led to visible and measurable improvements. Employees work more efficiently, management has better insights and the process offers more control and transparency over spending. The phased approach ensured that teams were able to get used to it calmly, resulting in a high adoption rate and minimal resistance. The combination of clear procedures, training, reports and process optimization provides a solid basis for further improvement. This year, the municipality expects to further increase the percentage of invoices with a purchase order, leading to maximum control over the budget and better cooperation between purchasing and finance.
Other municipalities that switch to a new financial system - or are struggling with low IO match rates - recognize these challenges: decentralized practices, limited budget insight and error-prone invoice processing. This case shows that a phased implementation, combined with clear mandates, training and reports, leads to demonstrable improvement within 12 months.
Plan an introduction
Of je nu midden in een implementatie zit, of gewoon wilt weten of jouw huidige inkoopproces nog toekomstbestendig is, S2P & More helpt je verder. Van nulmeting en requirementsanalyse tot marktoriëntatie, softwareselectie en implementatie. Neem vrijblijvend contact op met Ewald.
