Adding a layer of convenience and control to ordering
How MINISO gained control over its budgets and created a hassle-free purchasing process with Order.
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.
"Now we have a budget for each store that we can see right away."MIA BUSCH
OPERATIONS ASSISTANT, MINISO USA
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.
“If [the accounting team] noticed multiple invoices, or missing ones, then we’d have to fish through emails and different accounts. It was very frustrating.”
|INVOICE OVERLOAD||Over a million invoices every year with no organized payment process|
|MANUAL AP PROOCESS||Slow and costly 3-way match process—with thousands of receipts|
|LACK OF SPEND VISIBILITY||Frequent “surprise” invoices and lack of control over each location's spend|
Operationally, MINISO consulted a spreadsheet listing vendors and corresponding logins. Mia 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.”
“Order’s integration with Workday has saved our teams so many extra steps. It’s really been a game-changer for us.”
MINISO partnered with Order in April of 2019 to establish a reliable procure-to-pay partnership and to create sustainable systems for their employees.
Implementing Order, end users were given direct access to what they needed — namely, a catalogue to order from — and approvers were able to quickly approve those orders.
Very quickly, Miniso was able to successfully integrate Order into their operations—centralizing their purchasing process, automating vendor payments, and nurturing global expansion—across 18 countries, and counting.
On-catalog spend compliance
Pre-Order, 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.”
Order’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.”
Because Order is so easy to use, it has reduced unneeded back-and-forth processes. “No stores have problems ordering anymore,” explains Mia, “and that has made the process a lot easier.”
In addition, the streamlined process, Order’s 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. The end result for Mia and her team–smarter spending.
Words of Advice from MIA
“Order gives our stores more hands-on involvement, so they are more conscious of their spending habits.”
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