How Vendor Management System Can Optimise Your Work


If you need to deal with large amounts of external employment, vendor management system or VMS, will be an appropriate solution. But what exactly is VMS and what does this solution bring to your organization in the management of complex adoption processes?

What is VMS?


Vendor management system is a comprehensive solution to manage the entire contracting process. From the initial request of the manager to the approval of the order confirmation by the vendor.

What are the benefits of using VMS for your organization? Let’s discuss the most important things:

Management of the Hiring Process

By facilitating all users through VMS, all steps of the recruitment process can go through transparent routes and everyone involved can know the status of the order. In this way, you will not be surprised at the end of the process and will be able to monitor the recruitment process from a single solution. In addition, vendors use the same VMS function, which is why it is an integral part of the hiring process.

Optimization of Management Process

When using VMS, you can request a set of essential documents when opening or starting work. In this way, if you hire a self-employed person, you will obtain the VAR Declaration and the documents from the Chamber of Commerce at the appropriate time. Documents are stored centrally for assignments and candidates, and the validity of the document is also monitored through VMS. The skilful use of digital signature software also covers the simple signing of the most important document in VMS.


Contract Guarantee

In VMS, the price contract is guaranteed within the solution and is automatically applied when the contract is concluded. Price agreements are maintained centrally and simple variables can be added for each vendor. In this way, the purchasing department manages the contract, which minimizes the error margin of the invoice.

Understand the Provider’s Performance

VMS uses powerful reports to realistically understand if vendors are moving away from price contracts. Through the relationship of supply and processing time, purchases comprise the quantitative agreements made. This information makes life easier for buyers who sit with vendors.

Integration with the ICT Landscape

With VMS, integration with SAP does not have to be quite complex. This is because VMS becomes part of the ICT environment. The SAP master data is exchanged in real time with the VMS for the correct entry of the order. After the candidate's approval, the data is exchanged between VMS and SAP (for example, order number or employee number). The great advantage is that both systems contain the same end-to-end data. Therefore, it is not necessary to process the truth of the two versions.