For those in a hurry
- ERP-based ordering portals: Corporate ordering portals are usually based on ERP systems like SAP, Oracle, or MS Dynamics and also manage the ordering workflow, including approval processes.
- Seamless integration: External webshops plug into these ordering portals, appearing to the user as a unified interface. Cost centers, user permissions, and item numbers are seamlessly transferred from the ordering system to the webshop.
- Automatic data transfer: After selecting goods in the external webshop, all order data is transferred back to the ordering portal so that the approval process can begin immediately.
- Scalable solution: Ultimately, the order, including the shopping cart details from the external webshop and the data from the ordering system, is sent to the supplier. This system can be rolled out to any number of suppliers.
- Intuitive usage: For the users, everything appears cohesive and is as intuitive to use as public webshops.
As soon as orders for office supplies or other products and services become complex, manual workflows and confusing systems quickly lead to frustration among employees. Webshop solutions in the form of employee shops can offer an effective alternative here. In addition to a smooth and transparent purchasing process, they can boost motivation and employee loyalty to the company. Furthermore, they significantly relieve the purchasing department, as employees essentially work in a "self-service" mode.
Successfully implementing employee shops through webshop solutions
An employee shop is an internal platform where staff can order office materials or other products and services at discounted rates previously negotiated centrally by the purchasing department. Many companies offer their employees such an ordering portal as a webshop solution for a wide range of services: company smartphones, office furniture, IT equipment, company cars, flowers, and much more.
In the background, these eProcurement systems (electronic procurement systems) usually run on an extension of the ERP system (SAP, Oracle, MS Dynamics, etc.). Within these systems, ordering processes—including approvals by supervisors and subsequent posting in financial accounting—can be realized. The company's own webshop is then a further extension of the eProcurement system, providing the user with a familiar shopping experience.
In our blog post "Efficient Supplier Integration into Your Ordering Portal," we show you how to quickly and easily integrate new suppliers who do not yet have a webshop tailored to your company into your ordering portal—within just a few days or weeks.
Practical example: Employee ordering via webshop solutions
- An employee logs into the company's ordering portal. Their master data, including cost center, delivery address, supervisor, and their permissions or approval workflows, is stored there.
- In the ordering portal, the employee selects a supplier for the desired item, e.g., a business mobile contract with a new smartphone. Clicking the icon redirects them to the supplier's webshop, which is designed in the company's corporate identity.
- There, they assemble their shopping cart and complete the order in the webshop. The webshop solution covers all functions and rules required by the company.
- Instead of going to a checkout to pay, the employee is redirected back to their company's ordering portal and sees their shopping cart there.
- Now, the approval process begins. Once the supervisor has granted approval, the ordering system triggers an order with the supplier.
- The supplier receives the order as a digital data record via an interface or as a PDF—or both—and can now execute it. As a rule, the order is automatically imported into the supplier's ERP.
Efficient workflows through specialized systems
What is the magic behind such webshop solutions for employees? How does the ordering process work so smoothly? If you look closely, several systems are in use:
- An ERP system like SAP, Oracle, or MS Dynamics, where all master data, permissions, etc., are stored.
- An eProcurement platform like WPS4 as an add-on to the ERP system, through which the employee's ordering process is handled.
- A catalog service like wescale or meplato, through which data is exchanged between the eProcurement platform and the external webshop in a standardized eCommerce format.
- A flexible low-code platform like Oracle APEX with Oracle Autonomous Database as the external webshop.
- Optionally, an integration platform like Workato can be used to facilitate data exchange between meplato and Oracle during shopping cart creation, as well as between WPS4 and the supplier's ERP system during final order transmission.
Sounds complex? Yes and no. End-to-end business processes usually make use of specialized individual systems. "One system does it all" is rarely the case. The requirements are too complex, and the respective functions are too specialized. Most systems are installed once and then only configured when something new needs to be connected. In our example, the external webshop is "new," while WPS4 and meplato only need minor configuration to interact with the webshop or the supplier's ERP system.
Why low-code?
Low-code is a development approach that allows users to create applications with minimal programming effort through visual interfaces and drag-and-drop functionality, making software development faster and more accessible. If only two to three weeks are available to develop an application with all typical aspects—such as user interfaces, workflow, business logic, user management, logging and monitoring, interface integration, etc.—this is hardly possible with classic software development by experienced developers (pro-code development).
Many of these functionalities are provided out-of-the-box by low-code platforms or can be generated very quickly based on ready-made components. While you may not have all the freedoms of pro-code, these are usually negligible. After all, you aren't developing software for autonomous cars or SpaceX rockets.
Low-code is ideally suited for rapid application development.
Webshop solutions: What you should consider
It quickly becomes clear that a webshop solution as an ordering portal for employees is an essential "necessary evil," but it is not an end in itself. Implementation is fastest with a low-code platform that enables graphical software development and already includes the workflow of a webshop as a ready-made module. Three manufacturers stand out here:
OutSystems, Mendix, and Oracle APEX
While OutSystems scores points with beautiful interfaces and largely graphical application development—even in business logic and database management—it loses attractiveness in terms of price. A low five-figure annual sum is often required to develop an application—for some, that is significantly too much.
Mendix, now a subsidiary of Siemens, is losing appeal due to its lackluster sales approach. Apparently, the focus is on large customers and enterprise applications—which is a great pity, as this pioneer of low-code offers a powerful solution.
Oracle APEX stands out positively—especially in terms of price and sales. Although some PL/SQL scripts have to be written, Oracle offers everything a small—and large—professional webshop needs for the use case described above. Furthermore, the costs are only a fraction of what OutSystems or Mendix charge. "Pay-as-you-go," as Oracle calls it. The more the webshop is under "load," the more expensive it gets. Fair! In addition, the application generally runs maintenance-free in the cloud, so no installation is necessary. Deal!
Conclusion
Employee shops are an effective instrument for increasing efficiency and employee satisfaction while significantly relieving the purchasing department. With low-code technology, companies can react quickly and flexibly to the needs of their employees and develop customized solutions, often at low total costs. By combining user-friendliness, cost-efficiency, and speed, implementing an employee shop becomes child's play.
If you are planning to set up an employee shop in your company or need support with the implementation, we are here for you. Contact us today for a non-binding consultation! Together, we will design a customized solution that makes purchasing easier for your employees and moves your company forward.
