Multi-site purchasing policy
Savings are captured in execution
Head office negotiates; Controliza makes sure every site buys the approved product at the agreed price.
Negotiating better does not guarantee saving more: savings are captured in execution
A multi-site group's purchasing policy is the set of rules that turn negotiation into real savings: which products are bought (approved catalog), from which suppliers (authorized), at what price (agreed rates) and in what quantities. The problem is rarely defining it — most chains have one — but getting every site to follow it, every week. When orders are placed by phone or WhatsApp, when urgency pulls the purchase out of the process, or when nobody validates the price at goods-in, the negotiated saving evaporates without leaving a trace in any report. Capturing it takes three things: orders born inside the system with the right catalog and supplier, goods-in that validates what was agreed, and management that can see compliance site by site.
Where does the purchasing policy break in a chain?
Four leaks concentrate the loss — and all four happen between head office and the site, where no report arrives in time.
Buying outside catalog and supplier
The site buys an unapproved product or from a supplier outside the circuit, and the group's purchasing scale dissolves order by order. The system should suggest the approved option by default and make exceptions visible. Centralized purchasing →
Urgency and the WhatsApp order
Emergency purchases leave the process: with no order in the system, there is nothing to validate the delivery note or the invoice against. Governing them — not banning them — is what brings them back into the circuit. What emergency purchases really cost →
Prices that are not the ones agreed
The rate was negotiated, but the price on the delivery note is different: silent increases, changed formats, substitutions. If nobody compares at goods-in, the difference gets paid. Silent price increases →
Every site buys its own way
Without executable rules, the policy is a PDF: each site keeps its habits and its usual suppliers, and head office can neither compare nor correct. Standardizing purchasing across sites →
How the policy gets executed: order, goods-in and visibility
Three pieces close the circuit — without replacing your ERP or your central purchasing team: they negotiate, your ERP does the accounting, Controliza executes.
Purchasing
Orders are born with the approved catalog and the authorized supplier by default, and with quantities suggested by the demand forecast. Buying well becomes the easy path. Purchasing →
Trazoon
At goods-in, the delivery note is reconciled against the order and the rate: price, quantity and product. Anything that does not match is flagged and does not move on to the invoice. Trazoon →
Groups
Management sees compliance per site: how much of the purchasing goes through the circuit, where sites buy outside it, and which price deviations were caught. Groups →
Results measured with clients
Data from real projects with multi-site groups, measured against each client's own baseline.
2 h → 15-30 min
time to place a site's order, with quantities suggested by the forecast
29% → 27%
purchases-to-sales ratio when orders are planned against forecast demand
1-3%
of purchased volume lost to delivery-note deviations that goods-in validation catches
Head office already negotiated the savings: make sure every site captures them
Request a Free DemoFrequently asked questions about purchasing policy
What is a purchasing policy, and why does it fail?
It is the set of rules defining what is bought, from whom, at what price and in what quantity. It fails because it lives in documents and emails, not in the tool the site uses to place orders: urgency, habit and staff turnover erode it every week. It works when buying well is the system's default path.
How do you get every site to buy the approved products?
By making orders start from the approved catalog and the authorized supplier by default, with going off-catalog treated as a visible exception — not a ban. With quantities suggested by the demand forecast, the guided order is also faster than doing it by hand, so adoption takes care of itself.
Do I need a central purchasing team to use Controliza?
No. If you have one, Controliza is the piece that turns its negotiation into real compliance at every site. If you don't, the approved catalog and the price comparison across suppliers and sites give you group-level purchasing control without creating a new structure.
How are off-rate prices detected?
At goods-in: the delivery note is reconciled against the order and the agreed rate, and any difference in price, quantity or product raises an alert before the invoice is paid. How delivery note reconciliation works →
Does Controliza replace my ERP or my purchasing team?
No: it complements both. Your purchasing team negotiates suppliers, rates and catalog; your ERP consolidates and does the accounting; Controliza executes the purchase at every site and hands both of them validated data. ERP vs operational layer →
Results measured with active Controliza clients, against each client's own baseline.
