Streamlining Purchase Management
A UX Case Study for ERP System Optimization
A client specializing in ERP system implementation reached out to me with an urgent need: design the user interface for a critical purchase management module within just three days.
The project encompassed six key areas:
Supplier Management
Request for Quotation (RFQ) Management
Purchase Order Management
Goods Receipt and Quality Control
Vendor Invoice and Payment Management
My Role & Approach
The catch? I had no direct access to the end-client, requiring me to collaborate seamlessly with the third-party contact to understand requirements and deliver designs under an incredibly tight timeline.
The Challenges were two-fold
Intuitive Designs, Streamlined Workflows
I quickly iterated through sketches and wireframes to visualize the layout and user flow for each screen. These wireframes served as a blueprint for the final UI designs, allowing for early feedback and validation.
The existing system lacked an efficient way to organize and access supplier information
I designed a clean and intuitive interface with clear tabs for profile details, contact information, performance history, and document storage. Suppliers could be categorized, searched, and filtered easily, with a built-in messaging system to streamline communication.
The RFQ process was manual and time-consuming, involving emails and spreadsheets
I created a centralized dashboard where users could generate and send RFQs electronically, track responses, and compare quotes side-by-side. A one-click conversion from quote to purchase order further streamlined the process.
Purchase orders were prone to errors and lacked real-time tracking
I designed a standardized purchase order form with clear fields for all essential information. Status tracking and amendment functionalities were incorporated, providing transparency and flexibility throughout the order lifecycle.
The receiving process was slow and error-prone, with manual data entry
I designed an interface that integrated seamlessly with barcode scanners or RFID technology, enabling rapid item verification and automatic data capture. Quality control checkpoints were integrated into the receiving process, ensuring accurate inventory records.
Invoice processinag was a bottleneck, often leading to delays in payments
I designed a system that automated invoice matching with purchase orders and receipts, simplifying approval workflows and ensuring timely payments. Support for multiple payment methods and customizable payment schedules added further flexibility.
Potential Impact
The designs were seen as a significant step forward in equipping the company with a robust ERP system that would address their specific needs and challenges. While we don't yet have concrete usage data, the positive feedback indicates that the designs have the potential to:
The simplified and user-friendly interfaces are expected to reduce friction and accelerate tasks related to supplier management, RFQs, purchase orders, and payments.
The clear presentation of information and intuitive reporting features are anticipated to equip users with the data they need to make informed purchasing decisions.
The focus on user experience throughout the design process aims to create a system that employees will enjoy using, leading to increased adoption and productivity.
Client Response