Impact Plumbing - Best Price Purchase Ordering System

Impact Plumbing operated with inefficient manual processes for procurement across their 10+ active job sites. Site supervisors sent freeform email requests to a purchasing officer, leading to frequent missing information. The purchasing officer manually interpreted these emails, compared prices across an Excel spreadsheet, and entered details into InvoiceToGo to create purchase orders. Supplier price updates were also a major pain point, requiring nearly a week each month to update spreadsheets. Additionally, manual cost comparisons for each purchase created delays and were error-prone, as the large volumes of gear and custom pricing agreements added complexity.

Key inefficiencies included:

• Freeform inputs via email meant missing information was common.
• Lack of automation forced the purchasing officer to make manual cost comparisons per order.
• Monthly supplier price updates consumed significant time, slowing the entire process.
• Limited visibility on spending and procurement performance created challenges in business reporting.

The solution entirely revamped Impact Plumbing's purchasing system, leveraging the Microsoft Power Apps platform for an automated and user-friendly experience. Key features of the new system include:

1. Automated Supplier Price Imports: Monthly supplier price files are uploaded into Microsoft SharePoint, and Dataverse data flows process them automatically. This keeps a centralised item catalogue up-to-date and mapped to supplier price lists.

2. Mobile Ordering with Power Apps: Field workers and site supervisors now use a Power Apps Canvas app to:

   • Log into the system and easily select their job site.
   • Search from a pre-defined catalogue of approved items instead of free-typing requests.
   • Add quantities and include special notes (if needed).
   • Request deliveries or pickups at the tap of a button.

3. Smart Supplier Recommendations: The system analyses item prices among suppliers and suggests which suppliers offer the best deal. If multiple items are requested, it can split the order intelligently between suppliers to minimise costs.

4. Returns & Credits Process: Using the Power Apps Canvas app, site supervisors can:

   • Mark items for return directly within the system.
   • Attach photos and capture signatures for verification.
   • Seamlessly initiate the credit process for damaged or unused items.

5. Centralised Reporting: The system enables new insights, including detailed reports on job site spending, supplier distribution, and order fulfilment patterns, empowering leadership to make informed procurement decisions.

The implementation has delivered significant operational and financial benefits:

• Time Savings: The new system saves the purchasing officer up to 20 hours per week by automating supplier price comparisons and streamlining purchase order creation. Site supervisors also benefit from pre-defined catalogue inputs, reducing time spent on email communications and guesswork.
• Error Reduction: Structured inputs and automated supplier-selection logic have drastically reduced errors caused by freeform email requests and manual calculations.
• Financial Impact: Optimised supplier recommendations and split order logic have ensured cost-efficient purchasing, leading to tangible savings in procurement costs.
• Improved Visibility: The centralised system provides detailed reports, enabling better spend analysis, supplier performance tracking, and operational insights.