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Implementation

Go live one department at a time, with your current process as a safety net.

Nothing is switched off until Ipcosys has run alongside it and your team is satisfied. Here is how it happens.

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  1. Phase 1

    Vendor and item master import

    Your vendor list, item codes, contract rates, cost centres and open POs are imported from spreadsheets or ERP exports. Duplicates and missing GSTINs are flagged for clean-up.

    • Vendor master with verification status
    • Item master with contract rates
    • Cost centre and budget structure
  2. Phase 2

    Approval rules and tolerances configured

    We sit with procurement and finance to turn your delegation of authority into approval chains, and your judgement on variances into tolerances by category.

    • Approval chains by amount and department
    • Matching tolerances by category
    • Role assignments with duty separation
  3. Phase 3

    Parallel run alongside current process

    One department runs real purchases through Ipcosys while the old process continues. Differences between the two are reviewed, and rules are adjusted.

    • Real invoices matched in Ipcosys
    • Rule changes from what the run showed
    • Sign-off from department and finance
  4. Phase 4

    Go-live by department

    Departments switch over one at a time. The old approval route is closed for each one as it goes live, so there is never a question about which process applies.

    • Department switched over
    • Old approval route closed
    • Next department scheduled

Support after go-live

Rules change as the business changes.

New plants, new categories and new approvers are added by your admins, and rule changes are versioned so the history stays clear. When you need help, you reach people who know your setup.

Included with every plan
  • Admin training for your rule owners
  • Role guides for requesters, buyers, stores and finance
  • Email support on working days
  • Rule reviews when you add a plant or entity

Questions

Implementation

How much time does our team need to give?
Mostly in the first two phases: a few working sessions with procurement and finance to agree rules, and someone who can pull vendor and item exports.
Do vendors need to do anything?
Existing vendors may be asked to confirm or complete missing details through the onboarding link. They do not need to change how they send invoices.
Do users need training?
Requesters need a few minutes, because the form guides them. Buyers, stores and finance get a short role-based session during the parallel run.

Start with one department.

Set up a workspace with your own approval rules and tolerances, or walk through your current process with us first.

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