Adding a layer of convenience and control to ordering

"Now we have a budget for each store that we can see right away."



Mia Busch, Operations Assistant, MINISO USA


Profile


Industry
Retail

Company size
37 locations

Key metrics

Vendors consolidated
11

On-catalog spend compliance
100%
MINISO is a Japan-based designer brand that focuses on life supplies with aesthetic beauty, from household items and fashion accessories to food and beverages.

The problem.

It was very frustrating.

Operationally, MINISO consulted a spreadsheet listing vendors and corresponding logins. Mia, an operations assistant, oversees activity both at the store level and the corporate office — and approves every product that every person at MINISO orders. Before, she and colleagues would ask the departments for purchasing recommendations, then fulfill those requests one at a time across MINISO’s multiple accounts with multiple vendors.

To provide payables with the info they needed, Mia and colleagues “would collect invoices and hand them over to accounting. If they noticed multiple invoices, or missing ones, then we’d have to fish through emails and different accounts. It was very frustrating.”

Consolidated invoicing.

It’s just way better for accounting.

Now, instead of having to reconcile multiple invoices across multiple orders across multiple vendors, MINISO gets one monthly consolidated invoice from Negotiatus. “It’s easier to see all invoices for all stores at one time instead of trying to collect all invoices through emails,” says Mia, “which used to prolong getting things paid. It’s just way better for accounting.”

Budgets.

Accounting would ask how much a department had spent and we didn’t have an answer.

Pre-Negotiatus, spend visibility was less than clear, as budgets were tricky to set and difficult to enforce. “Accounting would ask how much a department had spent and we didn’t have an answer.”

Negotiatus’s tools and easy-to-use platform changed that. “Now we have a budget for each store that we can see right away, and that shows where each store is." In Mia’s words, “now I can control budget.”

Happy users.

Made the process a lot easier.

Because Negotiatus is so easy to use, it has reduced unneeded back-and-forth processes. End users have direct access to what they need — namely, a catalogue to order from — and approvers can quickly approve those orders. “No stores have problems ordering anymore,” explains Mia, “and that has made the process a lot easier.”

In addition, the streamlined process, Negotiatus' super-charged vendor relationships, and improved tracking resulted in a vast improvement in timely ordering and delivery: "It allows our stores to receive their orders on time," recounts Mia. All of this leads to smarter spending, as Negotiatus “gives our stores more hands-on involvement, so they are more conscious of their spending habits.”

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