Archive for July, 2020

“You Buy It, We Procure it”

Friday, July 31st, 2020


Today’s post is from our archives at  SafeSourcing Inc.

When working with current or new customers, I often ask what’s next in your pipeline or purchases. Too often I get a response similar to we don’t have anything coming up or we aren’t buying anything big today/this month/this year. A purchase doesn’t have to be considered big in the moment of ordering, but over time the expense adds up. For instance, copy paper is bought for almost every single office or location. While it might be a ream or case at time, added up might be in the thousands of dollars annually. Perhaps you own a fleet of vehicles and purchase tires multiple times a year. Without a pricing agreement in place to ensure the best possible pricing all year round, you are losing money.  Within each of these purchases, it might seem small or a onetime purchase, however, an annual spend or general ledger (GL) will show at the end of the year as a significant spend to the company.

SafeSourcing can work with your company to identify purchases and potential saving opportunities through our SafeSpend™ analysis. This presents your company with an overview of where not just the large purchases are, but where the small purchases are that add up to large purchases. This will give you the view into saving potential that SafeSourcing can offer with various sevices. Remember… “ If you buy it, we procure it”!

For more information on how SafeSourcing can assist you in exploring your procurement solutions for your business or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments.




How is SafeSourcing different from the competition?

Thursday, July 30th, 2020


Today’s post is from our archives at SafeSourcing Inc.










SafeSourcing’s professional service offerings support our mission of providing information and services to our customers through e-procurement best practices that proactively support e-procurement events from category discovery to results analysis. As part of our full service offerings, this also includes ROI delivery and focus on consumer safety and environmental standards in the global supply chain. Our offerings include, but are not limited to:

  • Buyer Training
  • Category Discovery
  • Category to Market Strategy
  • Event Set-Up
  • Event Training
  • ROI Delivery
  • Supplier Safety Certifications
  • Supplier Selection
  • Supplier Training










Are you interested in learning more about SafeSourcing and how we can help your company? SafeSourcing can assist you in exploring your procurement solutions for your business or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments.

The Advantages of e-Procurement

Wednesday, July 29th, 2020


Today’s post is from our archives  at SafeSourcing Inc.

It is not easy to implement e-procurement and it can have its challenges; additionally, it takes time for business managers and procurement departments to fully accept it. However, with SafeSourcing as your partner, we can show you the advantages of e-procurement and make the transition to e-procurement much smoother by the following:

Reducing Costs

Costs can be reduced by leveraging volume, having structured supplier relationships and by using system improvements to reduce external spend while improving quality and supplier performance1. E-procurement eliminates paperwork, rework and errors1.

Visibility of Spend

Centralized tracking of transactions enables full reporting on requisitions, items purchased, orders processes and payments made1. E-procurement advantages extend to ensuring compliance with existing and established contracts1.


Internal customers can obtain the items they want from a catalogue of approved items through an on-line requisition and ordering system1. Procurement staff can be released from processing orders and handling low value transactions to concentrate on strategic sourcing and improving supplier relationships1.


Standardized approval processes and formal workflows ensure that the correct level of authorization is applied to each transaction and that spend is directed to draw off existing contracts. Compliance to policy is improved as users can quickly locate products and services from preferred suppliers and are unable to create maverick purchases1.

Using technology

E-procurement advantages can only be fully realized when the systems and processes to manage it are in place1. Software tools are needed to create the standard procurement documentation: electronic requests for information (e-RFI), requests for proposal (e-RFP) and requests for quotation (e-RFQ)1.

These are proven methods to source goods and make the framework agreements that offer the best prices. For more information on how we can help you with your procurement needs or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative. We have an entire customer services team waiting to assist you today.


References: 1)

Say Yes To New Business! Participate in Request for Quotes!

Tuesday, July 28th, 2020


Today’s post is from our Archives at SafeSourcing Inc.

Do you ignore the invitations to participate in Request for Quotes? Do you overlook the “Please click HERE too for your acceptance to participate in the Request for Quote (RFQ)”?

As a business owner, how do you make any money if you do not do business? Why would you turn down an opportunity to earn new business? If it costs you nothing monetarily but a total of an hour’s worth of time, why not participate?

  •  Through the SafeSourcing process, the RFQs are paid for by the client/host, which means you are not paying to participate or paying to earn new business.
  • Specifications and Terms and Conditions are provided to give you very clear details of the expectations of the items or services required within the RFQ.
  • Accepting to participate in a SafeSourcing RFQ is a very simple process that allows you time to ask specific questions about the items or services and a scheduled training of the system tool to enter pricing. The training itself is very detailed and is done in a very short period of time. We at SafeSourcing understand your time is money.
  • Our RFQs are blind. Just as in a traditional RFP or RFQ, the electronic view of our system is customized to show you your price and your price only, and if you have the lowest quote will be indicated by a specific color. Also different from traditional methods of price collection, is the opportunity to lower your pricing if you do not have the lowest quote. Traditionally, you submit your best and final, walk away and then never know if you had dropped your pricing just another dollar or two that you would have had the advantage of having the lowest quote.

Again, time is money, so 90% of the RFQ Events that SafeSourcing runs for our clients are 20 minutes with 2 minute extensions. Rarely are the RFQs longer. Many of the clients are on a tight timeline themselves and do not have hours to dedicate a person to watch the live event.

We hope with this post that it will open the eyes to businesses wanting new business to participate in future RFQs. Should you have questions regarding our system tool and process or are interested in how SafeSourcing can run a RFQ or RFP for your business or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments.



What happens when your supplier forgets that you are the customer?

Friday, July 24th, 2020


Today’s is from our archives at  SafeSourcing.

After contract negotiation, sometimes a vendor will forget who the customer is. This can be detrimental if it occurs in the quality of their perishable products.

When it comes to the quality of perishable products sold, it is important to have a quality check in place.  This is important when it pertains to perishable foods that don’t meet minimum standards and agreed upon expiration dates.  Without a quality check in place, there will be an opportunity with spoilage which will result in additional shrink then originally budgeted.

Two of the most effected categories in retail grocery are produce and dairy.  Fresh produce is a minimum requirement or your customer.  Typically produce is one of the first products you see when you enter a retail grocery store.  It has to look great.  The relationship you have with your vendor is important.  Sometime vendors try to implement a standard reduction for spoilage credits which is the same across all stores regardless of their actual spoilage.  This standard helps some stores and hurts others.  In the world of retail grocery, every penny counts and it is important that all credits are accounted for properly by store location. With dairy, you are only getting 7 days to sell your products due to sell dates; therefore, you set yourself up for spoilage.  Vendors should be held to giving you at least 14 days to sell the product before spoilage.

It is important to not allow your suppliers dictate to your company’s product expiration dates.  Regardless of the price set during negotiation and contract time, there was an agreement with the supplier that they would supply you quality products.  They need to be held to that agreement.

SafeSourcing does the due diligence to ensure all proper terms and specifications are included in the documents to set minimum standards and expectations.   These documents serve to remind suppliers of the quality and service expectation agreed upon at negotiation and contract time.

For more information on how SafeSourcing can help you with insuring fresh perishable products, please contact a SafeSourcing Customer Service representative.

We look forward to and appreciate your comments!


The Difference between Procurement and Purchasing and the Primary Role of a Purchasing Department

Thursday, July 23rd, 2020



Today’s  post is from our archives at  SafeSourcing Inc.

The terms purchasing and procurement are used interchangeably, but despite their apparent similarities they do have different meanings. I can’t tell you how often we are asked, what do  you mean by procurement or eProcurement?

Procurement involves the process of selecting vendors, establishing payment terms, strategic vetting, selection, and negotiation of contracts. Procurement is concerned with acquiring (procuring) all of the goods, services, and work that is vital to an organization. Procurement is, basically, the  umbrella term that includes purchasing.

Purchasing, then, is a subset of procurement. Purchasing generally refers to buying products or services whos prices have already been negotiated  this may include shipping and receiving details and payment terms as well.

Because purchasing is a process within the overall procurement process, both procurement and purchasing are often used interchangeably. In the business world, the practice of using similar terminology seems to work, although it can sometimes be a little confusing and cause problems like rouge sourcing and or tail spend mismanagement.

To sum up: Procurement deals with the sourcing activities, negotiation, and strategic selection of goods and services that are usually of importance to an organization. Purchasing, however, is the process of how goods and services are ordered. Purchasing can usually be described as the transactional function of procurement for less vital goods or services.

Purchasing departments are responsible for procuring supplies. The development of strategic planning and the arrival of just-in-time purchasing, make purchasing a more crucial business function. Today, purchasing is often referred to as part of supply chain management and the purchasing department has taken on a larger and more vital business role. Purchasing departments often work alongside product development teams to source materials and determine cost of the finished product. Purchasing departments may use e-procurement companies, like SafeSourcing, Inc., trade publications, source suppliers, or go straight to the manufacturer. Finding the correct item at the correct price can be difficult, and purchasing departments may also work to assist suppliers in  helping to manufacture the item needed. This can involve providing considerable assistance to the supplier.

For more information on how SafeSourcing can help your Purchasing Department procure goods and services please contact a SafeSourcing Customer Service Representative. We have an entire customer services team waiting to assist you today.

We look forward to and appreciate your comments

Are You Still Printing And Filing Documents in Filing Cabinets?

Wednesday, July 22nd, 2020


Today’s post is from our archives at  SafeSourcing Inc










I suppose I am “old school” to have paper in hand and make my edits in red pen, then make my revisions to the electronic document, and save those edits in our document management system. Now I have a hard copy in a filing cabinet that, more than likely, no one will ever see and eventually be shredded.

We are a Green company, and I am becoming more cognizant of that by limiting what I print, and save more trees. By utilizing the document management system, the original drafts, as well as all of the edited copies are saved, anyone from our company, at any point and time, can visit those documents and follow the train of thought from beginning to end. It saves time and paper to have those documents accessible.

From our website:


SafeDocument™ is a document repository that allows companies to collaborate on documents through an online tool that is a cloud-based SaaS offering available through simple internet access. This tool Provides document sharing and collaboration options where users can organize, edit, protect, and track their documents.

SafeDocument™ includes safety features and controls that enable users to safely share large files across their organization, including the ability to save and recall multiple versions of a document and a notification system that alerts users when changes to the document have occurred.

Implementing SafeDocument™ provides companies with a cost-effective alternative to enterprise content management solutions that is safe and easy to use.

To learn more about SafeDocument™ SafeSourcing can assist you in exploring your document management procedures for your business or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments.


Where are all the coins?

Tuesday, July 21st, 2020


 Today’s post is by Troy Lowe; Vice President of Development at SafeSourcing.

Is it just me or do you find it strange the way certain things are disappearing because of the COVID-19 virus? First it was toilet paper. Why toilet paper? If you are locked down for a month or so how much toilet paper do you actually use that you need to hoard it? Then it was hand sanitizer and sanitizing wipes. This one I get because this is actually something that you would use more than usual to keep your surroundings clean and safe. We also have had a shortage of yeast and flour. Really, when was the last time you made a loaf of bread? And what makes you think you are going to start now. The latest thing to get my attention is this weird coin shortage. Where did all the coins go? Is everyone hanging on to them for safe keeping? After going to a few places over the weekend and seeing the signs about the “coin shortage” I decided to do some research and see what is going on. According to the Federal Reserve it is because of a dramatic deceleration of coin circulation because of the adjustments made by consumer’s patterns and payments during COVID-19. The Federal Reserve last month said that it would have to start rationing the distribution of coins putting limits on how much banks would be given. This has caused the banks to give less currency to such places as stores and gas stations. Places like these account for about 165 million transactions a day. According to the US Mint, they have put together a coin task force in an effort to reduce the disruption to coin circulation. The reason for the recent demand for circulating coins is thought to be caused by the reduced retail sales and the decrease in the number deposits from third-party coin processors. Because of the lack of coins, places are asking customers to use exact change or to use debit, credit, or other forms of payment. If you would like to do something to help end the shortage they are recommending that people take their coins and trade them in for cash at your local bank or in the coin counting machines that can be found at local grocery stores. Below are some other items that are hard to find due to COVID-19.

  • Thermometers
  • Water Filters
  • Bikes
  • Bakeware
  • Exercise Equipment
  • Swimming Pools
  • Hair Clippers
  • Freezers
  • Laptops
  • Game Consoles

Interested in learning how SafeSourcing can help your company run more efficiently? If you would like more information on how SafeSourcing can help you, please contact a SafeSourcing Customer Service representative.  We have an entire team ready to assist you today.







Rant Warning: Does etiquette still matter to vendors and buyers in eProcurement Part II of II?

Monday, July 20th, 2020


Todays post is from Dave Wenig is the Senior Vice President of Sales and Services at SafeSourcing Inc.

Now that I’ve gone on my rant about the lack of etiquette that I have been observing recently, perhaps I should get off of that soap box and offer some suggestions.

In my previous posting, I outlined two issues as I see them. Here, I’ll offer some suggestions for each as food for thought.

  • Return communication in a timely manner. As previously discussed, this needs to improve because we’re judging you from the minute we first contact you representing our customer the buyer. Your interactions with us are tracked and the customer sees them. If you don’t think that being prompt gives you an edge over your competition, you’re wrong.
  • Communicate with courtesy and respect. Perhaps you have received our invitation to quote and you are not ready to decide if you are able to provide a quote. That’s alright! I might suggest that you reply by thanking the sender for bringing this to your attention and promising to review and reply again at a later date. What good does that do? First, remember that all of your interactions are being watched and tracked. There is a real live team of people who are focused on you and your competitors at the moment. Treat this like an interview process. Second, this will help the sender. At SafeSourcing, no response is not an answer. It’s our job to make sure our vendor partners have received the invitation to provide a quote and that we provide an equal opportunity to the invited participants. So, someone is going to have to keep emailing and calling to confirm that you have received the invitation and that you understand the buyer’s needs. Telling them that you have received it will allow them to focus elsewhere and to stop flooding your inbox and voicemail. It’s actually pretty easy to reply with a brief note, but many do not.

Also, remember that etiquette is a two-way street. At SafeSourcing, we do our very best to follow these same types of rules as a policy. We also try to encourage this type of behavior with our buyers. We always send thank you notes and we even ask every vendor partner for feedback. When possible, we strive to share notices of award and non-award to the vendor partners who took the time to provide quotes. This is the least we can do and we often do more. Remember, an RFQ is absolutely a human process. Yes, the process is facilitated by computer software but that does not mean we should forget how to behave and leave etiquette behind.

For more information, please contact SafeSourcing.


Rant Warning: Does etiquette still matter to vendors and buyers in eProcurement Part I of II

Friday, July 17th, 2020



Today’s post is by David Wenig, Senior Vice President of Sales and Services at SafeSourcing Inc.

I am going to get up on my soap box for a couple of minutes if that is alright with you…

Call me old fashioned, but I still try to interact following professional etiquette. It is not necessarily a written code, per se, but more a set of guidelines that have been embedded in my brain over years of training and real-world experience. I make a point to reply to emails and voicemails promptly either in the same day I received them or the next day if I really cannot return the communication faster. I try to include nice notes of thanks when working with customers or vendors who are trying to help me. It is not hard; these are just a couple of things that I do as a matter of professional courtesy.

But is there even still a need for this type of behavior? From time to time, I hear that the eProcurement process removes the human element from the negotiation and boils the whole procurement process down to a computerized negotiation. The last time I was told that, I decided to spend a little time considering that claim with an open mind.

I quickly decided that there is absolutely still a need for etiquette and professionalism in eProcurement. I will elaborate, of course, but I am still surprised I feel the need to.

  • Return communication in a timely manner. Pretend for a moment you represent a company that sells a product or service. Now, also pretend that it is your job to make sure that other companies buy that product or services. Congratulations! You are pretending you are in sales. With that in mind, you receive an invitation to provide quotes (RFQ) for $1,000,000 worth of the product or service you are selling. Bear in mind that you are paid based on your ability to sell. What do you do? SafeSourcing sends invitations like this all the time. The values differ, but you get the idea. Many of the contacts we send these to do not respond at all. It is not just that they are delayed or that they somehow missed the email. SafeSourcing’s associates absolutely hound these salespeople for a response. Sometimes it can take weeks just to get a vendor to engage and consider an opportunity to sell that we brought them on a platter with a little bow tied on it. This is such a systematic issue that we must accommodate that within our timelines. That means a salesperson who is non-responsive is technically causing a buyer’s project to be delayed. You might think that this is all happening on computers and in the dark, but we see your behavior.
  • Communicate with courtesy and respect. Sometimes I wonder if this is a lost art. In the example above, would you ignore SafeSourcing’s attempts to contact you or would you respond in some simple fashion.

That is the end of my rant for today. Because I do not appreciate when others criticize without offering suggestions, I will share my thoughts on how to address these issues in Part II of my post on Monday

For more information or speak with David, please contact SafeSourcing.