Internal procurement in research companies

January 30, 2018 / Business Solutions / Greenfield Applications November 19, 2019

The Challenge

In research and laboratory environments, researchers can source their small supplies from the pipette to small devices themselves.

But if hundreds of researchers do that in a variety of locations, it will not only be costly, but the allocation and delivery of incoming goods will be an unsolvable task..

To combine uncomplicated procurement with controlled purchasing, a lean solution had to be found.

The Mission

With a centrally coordinated yet lightweight and easy-to-use procurement process, several issues were addressed:

  • The procurement volume allowed comprehensive conditions for central procurement
  • The successful distribution of goods deliveries should no longer be left to chance
  • The centralization of procurement should also be used in the standardization of materials and the maintenance of equipment

The Technology

The solution was designed for .NET Development, Magenta Shop, SharePoint 2010 and Theobald Software for connection to SAP. The workflow engine used was NINTEX Workflow.

How to

The basic idea was simple, once you had it: In SharePoint, a shop system is made available for the departments, which however provides articles on a slightly higher level of abstraction

The customer therefore generally sees materials or devices in different forms, but has no further options for a specific material (pipette, solvent) or device.

Procurement, however, allows specific comments from the procurer when special features need to be considered.

Internal orders for the same items are then bundled by the system into purchasing quantities for purchasing. Based on the connected manufacturer catalogs, the best conditions for the bundled procurement quantity are proposed. In purchasing, the concrete procurement takes place through the automatic generation of SAP BANs from procurement bundles.

In the case of goods receipts, the reverse of the goods receipts assigned to procurement bundles takes place and the orderer is informed by e-mail that goods have arrived at your order.


As in many other cases, the combination of SAP and SharePoint in this project creates a strong solution that combines the best of both worlds in a cost-effective manner.

In many cases, combined solutions also have much higher user acceptance than the forced use of monolithic approaches. In addition to massive cost savings in implementation, the best solution concepts from all worlds are then available in integration projects.