Amazon, small vendors, in-house: Everything in one process.

The In-house vendor function makes it possible to set up an internal vendor within the simple system platform.

Configured via Settings → Ecosystem Long-tail solutions → In-house vendor, a fully-fledged vendor is created with its own simple system ID, address and VAT ID. This appears in the vendor list and can be accessed via the Access Shops function on the start page.

Internal orders undergo the same approval processes as external orders. The configuration includes the in-house vendor name, address, VAT ID and the setting for order processing (e.g. "Single order for in-house vendor").

This means that internal allocations, workshop services or stock material are also fully mapped in the procurement process.

• Setting up an internal vendor with its own simple system ID

• Configuration via Settings → Ecosystem → Long-tail solutions → In-house vendor

• Complete address and VAT ID management

  Appears in the vendor list and Access Shops

• Configurable order processing (single order / multi-order)

• Same approval processes as for external vendors

• Activation tracking (who activated when)

• Recording of internal services in procurement controlling

• Elimination of shadow IT and informal ordering channels
• Complete cost transparency of internal and external requirements
• Reduction of uncontrolled internal allocations by up to 80%
• Standardized process for all procurement processes
• Better cost planning through visibility of internal requirements

The long-tail spend analysis consolidates all orders that are processed via long-tail channels (Amazon Business, in-house vendor) in a standardized evaluation. As all channels are integrated into the platform, all transactions are automatically included in the reporting.

Purchasing managers can immediately see which requirements are ordered via which channel, which product groups cause the highest long-tail expenditure and where there is consolidation potential for new framework agreements. The analysis supports the strategic decision as to whether long-tail requirements should be transferred to contract catalogs or bundled with specialized vendors.

• Identification of 10-25% consolidation potential for long-tail expenditure
• Transfer of frequent long-tail requirements to more favorable framework agreements
• Reduction of the number of vendors in the long-tail area by 30-50
• Better negotiating position thanks to volume data
• Early detection of spending trends and budget overruns

Without real-time budget control, companies only find out about budget overruns at the time of the monthly statement - too late to take countermeasures. Real-time budgets proactively prevent overruns and put department heads in charge of their spending. Companies report 20-35% fewer budget overruns and 15% more accurate financial planning. For a total procurement budget of €2 million, 15% better planning accuracy means potentially €300,000 better allocated resources.

Approval workflows for long-tail orders ensure that orders via Amazon Business or the in-house vendor are subject to the same control and approval mechanisms as regular catalog orders.

Order value limits, cost center-based rules and multi-level approval chains are automatically applied to long-tail orders. Purchasing retains full control without restricting the flexibility of employees. Configurable rules allow certain product groups or order values to be approved automatically, while high-value or sensitive orders go through an extended approval process.

• Standardized approval rules for all procurement channels
• Order value limits and cost center-based approvals
• Multi-level approval chains also for long-tail orders
• Automatic approval for defined product groups/value limits
• Escalation rules in the absence of approvers
• Complete audit trail for all approval decisions

• Compliance rate increases to >95% across all procurement channels

• Avoidance of unauthorized orders: typically 5-10% of long-tail spend

• Reduction of audit risk through complete documentation

• Time savings: automatic approval for routine orders

• Avoidance of duplicate orders through transparency

The connection setup is managed centrally in simple system under Settings → Ecosystem. For Amazon Business, enter your Business Partner ID, Partner ID, business number and shared secret. A test connection function allows you to validate the integration immediately before go-live. For the In-house vendor, configure the vendor name, address and VAT ID. All changes are logged with timestamps and user information for complete traceability. The guided setup ensures that your long-tail channels are productive in less than one hour, without IT support.

• Central configuration interface under Settings → Ecosystem

• Amazon Business: Business Partner, Partner ID, Business Number, Shared Secret, PO Request URL

• In-house vendor: name, simple system ID, address, VAT ID, order processing

• Test connection function for Amazon Business

• Change logging with timestamp and user

• Documentation area with configuration instructions

• Link to advanced configuration settings

• Fast setup: Go-live for Amazon Business in less than 1 hour
• Reduced risk of errors through guided configuration and test function
• No IT department required for initial setup
• Full change tracking for audit requirements
• Centralized management reduces administrative overhead