Recognising the challenges of purchasing processes in Maintenance, Repair and Operations (MRO). HAYLEY DEXIS has developed smartSHOP, a sophisticated e- procurement platform designed to transform how businesses manage their everyday consumables and critical engineering spares. By bridging the gap between digital efficiency and physical stock management, smartSHOP is helping operations and purchasing teams reclaim their time and regain control over their budgets and approval systems.
The True Cost of Manual Procurement
For an operations manager, a missing drive belt or a shortage of specific PPE isn’t just a requisition issue; it is a potential line-stop. Traditionally, the fix involves a frantic search through various supplier websites or phone calls, leading to a fragmented procurement trail. For the purchasing department, this results in a high volume of low-value purchase orders that clog up the system. Industry data suggests that the administrative cost of processing a single manual purchase order can range from £30 to £100. When applied to thousands of items annually, these costs become significant. smartSHOP is HAYLEY DEXIS’s solution to this inefficiency, providing a streamlined, 24/7/365 digital portal that automates the “Procure-to-Pay” cycle. Where real time stock levels as well as your specialised pricing can be accessed anywhere anytime.
Tailored Catalogues with the Flexibility to Source Beyond
At the heart of the platform is its ability to deliver fully customised catalogues during the onboarding process. This ensures that users, whether engineers or site managers, are presented with a relevant, curated selection of frequently used parts, all aligned to agreed pricing. The result is a simplified buying experience that reduces search time, improves accuracy, and supports procurement compliance. However, smartSHOP also recognises that not every requirement fits neatly within a predefined catalogue. Through its integrated quote conversion functionality, users can request pricing for non-catalogue items and seamlessly convert approved quotes into orders. This provides the flexibility to source specialist or ad-hoc products without stepping outside the platform.
Integrating the Supply Chain: Punchout and EDI
For larger organisations utilising procurement systems like SAP, Coupa, Ariba and more, the real power of smartSHOP lies in its integration capabilities. The platform supports both cXML & OCI protocol punchout integrations, a technology that allows users to leave their internal procurement system, browse the HAYLEY DEXIS smartSHOP catalogue, and punch their basket back into their own system for approval. This seamless data transfer is complemented by Electronic Data Interchange
(EDI). By automating the transfer of purchase orders and invoices, smartSHOP removes the human element from data entry. This doesn’t just save time; it helps eliminate the errors that lead to payment delays and delivery disputes. In a trade where precision is everything, automating these clerical tasks allows engineers to focus on maintenance and production rather than paperwork.
Controlled Purchasing with Built-In Approval & Budget Management
To maintain control and consistency across purchasing, smartSHOP includes a structured approval workflow that aligns with your organisation’s internal processes. Orders can be routed through designated approvers before submission, ensuring that purchases are validated, compliant, and aligned with operational needs. Rather than restricting what users can buy, smartSHOP enables businesses to manage spend through configurable limits. Approval rules can be applied based on individual order value, as well as cumulative spend across daily, weekly, or monthly periods. These controls can also be applied at cost centre level, giving organisations greater oversight of departmental budgets and accountability.
Conclusion
In the current industrial landscape, efficiency is the only way to maintain a competitive edge. By adopting smartSHOP, businesses are not just buying parts; they are investing in a smarter way of working. We have created a platform that respects the complexity of engineering procurement, from the smallest pneumatic valve to the largest drive chain – while providing the simplicity of a modern digital experience. For the engineers who need parts now and the purchasing professionals who need to manage the bottom line, smartSHOP is the bridge to a more productive future.