PORTYC
Platform for the Organization of Technical and Commercial Resources
The exchange of documentation is a fundamental element in the relationship between customers and suppliers and, in most cases, a source of problems. Often it is the client who has to claim documentation from their suppliers, and make sure that all that documentation is in order and that it is valid. This problem is even greater if the client needs the provider’s documentation due to legal imperatives, such as when they are going to have the supplier’s workers in their facilities.
Usually the client has to keep track of what documentation he has from each supplier, from each worker of those suppliers, maybe also from machinery, etc. And, as an additional problem, it is possible that you have a document, but that it ceases to be valid (ex: expired DNI of a worker) which also requires you to keep track of how long each document is valid. Every time a relationship is established with a new provider, it is necessary to request all the documentation that has to be provided, and, subsequently, it is necessary to check that the documentation is in force, often by e-mail or, even worse, telephone calls .
PORTYC makes it possible to solve this problem by centralizing management and transferring the responsibility for providing documentation to suppliers. In this way, the client only has to register a new supplier company with an email and the system is responsible for creating a new user and sending it by mail to the supplier informing him that from that moment he must provide the documentation required through the web application. The responsibility of the client will be reduced to validate that documentation, and this task can be divided by areas, so that it is Purchasing who is responsible for validating the Civil Liability Insurance, Production which is responsible for validating quality certificates, etc.
The system will be in charge of periodically checking which documentation has expired, of sending an email to the suppliers when they have pending documentation to upload or update, of notifying the client’s departments when they have to validate documentation sent by the supplier, etc.
It also allows managing other types of non-mandatory documentation, such as invoices, or delivery notes, all with the backing of a document manager that ensures correct version control, permissions, structured organization, categorization of information with metadata, etc.
Finally, PORTYC also allows the exchange of information in the other direction, ie, that a provider claims information from its customers, this can be very useful in the case of advice, for example, that they need to keep up-to-date information on the companies for which they work. All the information to be managed and the documents to be requested are configurable, so the tool adapts to almost any situation of this type.
