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MPS
MPS Introduction
MetaSphere Procurement Solution is an Internet based system tailored  to the hospitality industry, including luxury hotels and resorts.It has been adopted by global hotel groups as well as single property hotels. Customers who are using this solution are able to tighten their supplier and product catalogs management, and streamline their procurement process, such as Food, Beverage, and Non-F&B purchases. Control points can be geographically located at country, region, or hotel level as well as for each type of procurement process with budget and spending limit criteria. Its service oriented architecture easily integrates other third party systems like Accounting system and Point of Sales (POS), provided a fully automated and end to end process. Additional features like capital expenditure control, service procurement completes this solution as a one stop place for all purchasing needs.

Rapid Return of Investment
Customers implemented MetaSphere Procurement Solution are able to see cost savings immediately after the system roll out, and get back their investment in less than a year. The key part of cost savings comes from improvement and optimization of the customer’s procure-to-pay process.  MetaSphere can work with customer to quickly deploy the solution into operation with a set of standard processes, while continuously improving these processes through the customization at later stage (necessary for a large hotel group with its own established processes).  Roll out of the solution can be region by region or hotel by hotel with the goal to enable immediate savings, or as a whole group based on customer’s strategy. Through the standardization and better management of supplier and product catalog, as well as the automated Receiving, Invoicing and Payment, customer is also able to free their staff from daily paper work process and allocate these resources for more productive tasks. Although not the most important fact to consider, MetaSphere offers a very competitive software licensing or hosting options for a solution that is most complete in the hospitality industry.

Major Components
  • Procurement Management
  • Inventory and Receiving
  • Invoicing and Account Payable
  • Capital Expenditure Management
  • Supplier Management
  • Product Catalog Management
  • Recipe Costing Management
  • Approval Process Management
  • Contract Management
  • Report and Analytical reports
Benefits
  • Centralized supplier contract negation and product selection
  • Effective monitoring and tracking of product price change
  • Automated document matching and generation for efficiency
  • End to end view of a purchase process
  • Precise process control with approval, budgeting and spend limit control
  • Tightly integrated with accounting system offer clear view of liabilities
  • Accurate and real time and report and analysis for better decision support


Build to Last
MetaSphere Procurement Solution leverages MetaSphere’s SOA based framework OpenSphere.  The service engine under the hood fully utilize the latest technology development in Java and web service to ensure seamless integration among system internal components, as well as external third party applications like POS system and Accounting System. OpenSphere internal business process engine makes the definition and customization of business process a maintainable task. Its pluggable business application architecture enables more modules to be added over the time to adjust to the changing business trend.

MetaSphere Procurement Solution can scale up to meet the demands of a hotel group that consists of hundreds of luxury hotels. With its redundancy option to provide fail over and disaster recovery, it can truly support a hotel group 24x7 operations worldwide.

Function Summary

Procurement Management

  • Streamlined process for Food, Beverage and Non-F&B purchasing
  • All purchases associated with department and projects based on GL code
  • Preferred supplier and products setting to guide purchase activity
  • Associated budgeting control and maximum/minimum spending limits
  • Favorite templates for repeated order
  • Work flow approvals and Instant approvals setting
  • Automatic sending of purchase order to suppliers

Inventory and Receiving
  • Automatic stock in document creation based on purchase order
  • Convenient return to supplier process, free good process
  • Circle and period stock count, with optional bar code scan
  • End of month inventory rebalance, with optional automatic EOM
  • Inventory reduction from POS activity
  • Integrated with accounting system for inventory valuation

Invoicing and Account Payable
  • Automatic invoicing match with delivery notes and purchase order
  • Tax calculation based on local region
  • Interface with 3rd party accounting system
  • Auto sync of supplier information with accounting system
  • General Ledger(GL) code management

Approval process management
  • Unlimited level of approvals based on organizational position
  • Threshold for automatic approval
  • Selectable email notification
  • Sequential or parallel approval mode

Supplier Management
  • Supplier information management including company information, contact details and product information
  • Selection of suppliers according to customized purchasing requirements.
  • Transparent and accurate supplier background by strict selection criteria.

Product Catalog Management
  • Standardized procurement process and purchasing instruction
  • Streamlined purchasing workflow between purchaser and supplier
  • Quality of products guaranteed by purchasing in product catalog

Contract Management
  • Customized purchasing agreement framework
  • Minimized risks and costs of procurement by making long-term relationship with suppliers

Report and Analytics
  • Transaction report for all procurement, inventory and invoicing activities
  • Flexible report setting for customized reports
  • Optional business intelligence module offers detailed analysis of the unified procurement data, for better decision support