Vending machines and logistics systems. Automatically integrated in your purchasing.
GARANT Tool24, Bossard SmartBin or your own output systems: Orders flow automatically into simple system. With approval, account assignment and reporting.
Just like any other order.
850+ suppliers on our platform
To the supplier overview
All functions in the External Ordering Systems package at a glance
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External ordering systems such as Tool24 from Hoffmann or comparable issuing and warehouse management systems can be connected directly to simple system. Your employees take tools, consumables or protective equipment from the vending machine on site as usual. The order data is automatically transferred to simple system without any manual entry. Nothing changes for your teams in their daily work processes. In the background, however, everything runs digitally and traceably via simple system. This means you always have an overview of what is being taken and reordered and where.
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Even if an order is triggered at the machine, your usual account assignment applies. Cost centers, G/L accounts and project codes are automatically assigned so that every withdrawal is properly accounted for. Approval workflows can be set up in the same way as for classic purchase orders in simple system. For example, you can store approvals from a certain order value or for certain product groups. This allows you to retain full control over your expenditure, even if the order was not triggered directly in simple system. Your accounting department receives all relevant information automatically.
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Many companies use different systems: Tool24 in production, perhaps a different output system in maintenance and orders directly via simple system. Without a central solution, each of these systems would have to be connected to your ERP individually. simple system bundles the order data from all connected systems and forwards it to your ERP in a standardized way. So you only need one interface instead of many. This simplifies your IT landscape considerably and ensures that your ERP always has a complete picture of all procurement processes.
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Without a connection, every withdrawal from the vending machine means manual rework: typing in data, assigning cost centers, creating orders in the ERP. Automatic transfer via simple system completely eliminates these steps. Order data flows directly from the dispensing system via simple system into your ERP without anyone having to intervene. This not only saves time, but also reduces typing errors and allocation problems. This is particularly noticeable with frequent withdrawals of C-parts or consumables. Your purchasing staff can concentrate on more strategically important tasks instead of maintaining routine data.
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All orders at a glance: Catalog, external systems and special procurements in a consolidated report.
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The consolidated reporting integrates all order sources into standardized evaluations: Catalog orders, external ordering systems, long-tail channels, special procurements.
Central dashboards show:
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Total volume by channel,
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average order size,
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order frequency per system.
Drill-down enables detailed view per location/system: which products, which suppliers, which approval rates.
Cost center analysis shows vertical structure: management → department → cost center → order including channel origin.
The trend analysis compares channels over certain periods of time:
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Is my Amazon volume growing?
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Is catalog usage decreasing?
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Where should catalogs be expanded?
Special reports for purchasing managers: From the maverick buying rate by department to average approval times and the account assignment error rate: All key figures can be exported directly to Excel, BI systems or the ERP.
Automated alerts for anomalies: Unusually high order values, new suppliers or approval backlogs are automatically reported before they become a problem.
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Consolidated order overview across all channels
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Total volume analysis by order channel
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Drill-down by location, system, department, cost center
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Cost center analysis with hierarchy structure
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Trend analysis over time periods (week, month, quarter, year)
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Product category analyses
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Supplier analyses
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Approval rates and times
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Maverick buying reporting
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Account assignment error rate reporting
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Automated anomaly alerts
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Export to Excel, BI, ERP
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- Transparency across 100% of procurement processes instead of blind spots
- Identification of optimization potential through trend analysis
- Detection of maverick buying and account assignment errors in real time
- Faster decision-making thanks to integrated data
- Better supplier negotiations through volume visibility
- Reduced audit preparation: automatic documentation instead of manual collection
- Typical savings: 5-10% total spend through transparency and optimization
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All approval processes are created and managed in simple system in the marketplace module. Orders received via an external ordering system, such as GARANT Tool24, automatically trigger the assigned approval process.
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In the settings menu of the external ordering system, a suitable approval process can be assigned with a click. This allows you to individually define which approval rules should apply to incoming orders for each system.
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By assigning approval processes, orders from external systems are also subject to the same internal rules and guidelines as manual orders. This ensures that no purchase leaves the company without the required approval.
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The account assignment can be individually defined via the settings menu of an external ordering system. This means that the correct account assignment value is automatically assigned to each order from a GARANT Tool24, for example, optionally supplemented by further account assignment information during the approval process.
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Two variants are available for G/L account allocation: With automatic assignment, the G/L account is assigned at item level via automatic G/L account mapping. Alternatively, a specific G/L account can be selected manually from a list during the approval process.
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By assigning the account assignment and G/L account directly to the external ordering system, all posting information is entered correctly in the system from the outset. This eliminates manual re-entry and account assignment errors in accounting.
Thanks to the connection of our tried-and-tested GARANT Tool24 dispenser to simple system, requirement notifications now run fully automatically through to goods receipt. Thanks to the dual control principle in combination with the release settings in simple system, we always retain full control. It couldn't be more convenient. Both production and purchasing now have more time to take care of their essential tasks."
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