Rootstock’s Vendor Approvals

The client is a leader in geophysical exploration, specializing in advanced seismographs, magnetometers, and geoelectric instruments. With a strong focus on research and innovation, they provide cutting-edge solutions for industries such as geotechnical research, unexploded ordnance detection, and oil, gas, and mineral exploration. Known for their commitment to quality and exceptional customer service, their instruments are trusted worldwide to deliver accurate, reliable data for critical applications. They used Rootstock ERP and utilized its powerful financial tools to run their business.

The Challenge      

• The client needed to implement an approval process for vendors created by the buyer groups in Rootstock.
• They wanted to ensure that vendors could not be assigned to purchase orders until they are approved.
• The client collaborated with Blueflame Labs, leveraging their prior successful work with Rootstock to execute the approvals on vendor before they can be activated and used on purchase orders.

Our Solution 

• Designed and implemented a streamlined Salesforce (SF) approval process for Vendor data, ensuring controlled workflows across various financial activities.
• Established a multi-level approval process, specifically for buyer-created vendor records, to ensure thorough review and validation.
• Developed logic and validations to prevent updates to vendor records while they are pending approval, ensuring that vendor records remain inactive during the approval process.
• Leveraged standard rootstock solution on top of custom approval process to prevent vendors to be assigned to purchase orders if not approved.

Technology & tools used

• Utilizing Salesforce approval process, automation, and validation rules to streamline the vendor master approval process. Blueflame Labs customized Salesforce to meet the client’s specific needs, ensuring scalability and efficiency.
• Rootstock ERP is used to access and manage the vendor master object and purchasing order features, integrating seamlessly with Salesforce to enable a smooth approval process.

Results

The Impact and outcome            

• Improved Accuracy: Validation rules and multi-level approval ensured only verified vendor records were used, reducing errors and improving data quality.
• Correct Approvers at Every Stage: The approval workflow incorporates the right stakeholders at each step, ensuring data integrity and streamlining the review process for increased efficiency.
• Scalability and Flexibility: Blueflame Labs designed a scalable approval system that allows for easy addition of new approvers and conditions, providing the flexibility to adapt to evolving business needs and changing approval workflows.