Sixty percent. That was the drop in purchase approval time for a leading GCC manufacturer after it adopted a unified e-procurement extension for Microsoft Dynamics 365 Business Central.
The change cut delays, tightened governance, and made policies easier to enforce across their supply chain. Users moved from manual approvals to fast, rule-driven workflows. This freed teams to focus on growth and higher-value work.
Unified data flowed between purchasing and finance, improving visibility of orders, budgets, and supplier performance. The platform streamlined requisitioning, catalogue updates, and approvals while keeping records audit-ready for local compliance.
In this case study we outline selection criteria, implementation steps, and the measurable ROI that followed. Expect a clear walkthrough of requisitioning, supplier management, budget control, analytics, and mobile access that helped users adopt the solution quickly.
Key Takeaways
- 60% faster approvals showed major time and cost gains.
- Unified data improved visibility for users and teams.
- Rule-based workflows enforced governance and auditability.
- Mobile requisitioning sped adoption and cut errors.
- Strategic sourcing and analytics supported better decisions.
Executive Summary: Transforming Procurement ERP KSA With DynaPro Advanced Procurement
Centralized requisitioning and intelligent approvals turned slow manual steps into rapid, auditable actions. A GCC manufacturer cut purchase approval time by 60% after moving to an integrated e-procurement extension for Microsoft Dynamics 365 Business Central.
The platform unified purchasing and finance so users and teams worked from one source of truth for budgets, POs, and supplier metrics. Real-time data and analytics improved visibility and helped leaders make faster, better decisions.
Headline outcomes
- 60% faster approvals and compressed cycle times.
- Stronger governance with audit-ready reporting and policy enforcement.
- Strategic sourcing features for competitive bidding and supplier evaluation.
Phased implementation and focused training protected business continuity and sped adoption. Measurable ROI showed time savings, higher efficiency, and improved performance. Evaluation prioritized agility, scalability, platform fit, and user adoption as key success factors for businesses aiming to modernize procurement under Vision 2030 goals.
The Saudi Context: Procurement Complexity Across KSA Supply Chains
Saudi Arabia’s drive for economic diversification raised the bar for digital purchasing and tighter controls. Vision 2030 made clear that manual buying and fragmented systems would not meet future needs.
Regulatory compliance and policy enforcement expectations
Regulators require strong governance and audit-ready records. Consistent policies are essential for public and private reviews. Organizations must show controls across orders, budgets, and vendors.
Visibility, data accuracy, and supplier management challenges
Many firms relied on email, spreadsheets, and siloed systems that hid accurate data. That gap slowed decisions and harmed performance.
- Drivers: Vision 2030 pushed digital maturity for businesses and supply chain resilience.
- Barriers: Manual approvals, scattered vendor info, and weak reporting.
- Outcome: Integrated solutions and automated tools improve user experience, reduce errors, and enable proactive analytics for better decisions.
For teams evaluating options, see a curated list of the best procurement software that align to these needs.
Client Background: A Leading GCC Manufacturer Operating in KSA
A market-leading GCC manufacturer operating in Saudi Arabia relied on paper forms and email chains that slowed every purchase request. The company is known across the region for high-quality products and a focus on customer-driven innovation.
Before the project, procurement ran on spreadsheets and manual approvals. Teams tracked orders, receipts, and supplier offers in separate files. That lack of a central catalogue and supplier records led to inconsistent pricing and repeated rework.
Visibility into spend and supply was limited, making it hard for leaders to act on real-time data. Production support suffered from delayed parts and higher operating costs. Scaling processes for growth became a clear risk.
Goals included enforcing purchasing policies, tightening management controls, and improving user experience for requesters and approvers. The business needed a solution tied directly to Microsoft Dynamics 365 Business Central so finance and purchasing would share one source of truth.
- Standardized features would cut errors and boost product availability.
- Intuitive workflows would reduce training time and speed adoption.
- Evaluation focus: fit, scalability, and measurable performance improvements.
For teams comparing HR and business software options, see HR and business software to explore compatible solutions.
The Challenge: Manual Processes, Bottlenecks, and Overspending Risks
When teams rely on email and spreadsheets, simple requests balloon into long waits and avoidable expenses.
Legacy tools like email, paper forms, and shared spreadsheets fragmented requests. Lost messages, duplicate entries, and file versions created errors and wasted time.
Approval bottlenecks arose from unclear routing and manual follow-ups. Approvers missed deadlines and users chased sign-offs. That delayed orders and disrupted supply.
Limited visibility into budgets and supplier agreements led to unauthorized spend and overspending. Accounting teams copied data across systems, which reduced efficiency and raised audit risk.
- Week-long requisition-to-PO cycles were common with manual systems.
- Automation can compress cycles to hours and cut purchasing costs by 30% or more.
- Centralized data is required for timely reporting and supplier performance trends.
Businesses needed a platform that consolidated requisitioning, sourcing, and automated purchasing to restore control. Policy-aligned software reduces fraud, standardizes processes, and ties requests to full financial traceability—learn more about the selected solution here.
Solution Criteria: What Procurement Teams Needed from a Procurement ERP KSA
Teams needed a clear set of technical and user-focused criteria to turn manual buying into a fast, auditable workflow.
Automation, real-time data, and seamless Dynamics 365 BC integration
Buyers required automated workflows that covered requisitions, sourcing, and purchase orders. This reduced manual steps and cut errors while keeping approvals traceable.
Real-time data and analytics were mandatory so leaders could run reports and make faster decisions on spend and category strategies.
Integration with Microsoft Dynamics 365 Business Central was non-negotiable to unify budgets, orders, and financial postings in one consistent system.
Scalability, governance, and supplier performance visibility
Scalability mattered: the platform had to grow with new categories, legal entities, and higher volumes without rework.
Embedded governance—configurable policies, approval matrices, and audit trails—ensured compliance and easy reporting.
Supplier performance visibility—scorecards and delivery reports—helped procurement and management track quality and service levels.
- User experience: intuitive screens, mobile approvals, and guided steps to boost adoption.
- Platform flexibility: configurable tools and fields to fit local processes while preserving best practices.
- Document controls: central storage for specs, contracts, and supplier records to support audits and decisions.
Evaluation prioritized total cost of ownership, speed to value, and proven implementation support so businesses could meet their goals quickly and with low risk.
Why DynaPro Advanced Procurement Was Selected
The evaluation favoured the extension that combined rapid requisition cycles with native financial sync to cut manual reconciliation.
The team scored options on usability for every user, integration fidelity with Business Central, scalability, and governance strength. Usability tests showed fast adoption for requesters and approvers. Integration checks confirmed minimal data duplication and accurate financial postings.
The chosen e-procurement platform automated catalogue, requisition, and approval processes. This automation produced measurable cycle-time gains and fewer errors.
- Analytics and reporting: decision-ready spend and supplier insights.
- Sourcing features: competitive bidding, negotiation workflows, and side-by-side comparisons.
- Governance: configurable policies, routing, and audit trails to meet local compliance.
Implementation experience and regional support from Dynamics Business Solutions reduced risk and sped go-live. The platform balanced speed-to-value with a sustainable approach, using built-in tools and innovation like mobile approvals and guided forms.
For teams evaluating similar solutions, see a practical guide at Dynamics Business Solutions.
Inside DynaPro: E-Procurement Capabilities Purpose-Built for KSA
Built for local rules and fast adoption, the platform brings catalogue-driven requisitions, approvals, and analytics into a single workflow.
Convenient requisitioning for faster user adoption
The system guides users with centralized catalogues, real-time validations, and mobile forms. This reduces errors and speeds submission.
Configured checks prevent off-policy buys and keep orders aligned with budgets.
Strategic sourcing and automated purchasing in one platform
Structured sourcing events enable competitive bids and side-by-side supplier responses.
Approved requests automatically convert to purchase orders while syncing commitments to budgets and ledger entries.
Real-time analytics, policy controls, and auditability
Dashboards and reports show spend by category, supplier performance, and policy adherence trends.
Multi-level routing, separation of duties, and auditable histories enforce governance and support compliance.
- Centralized management: consistent pricing and better availability from unified supplier catalogues.
- Intuitive tools: lower training needs and faster user adoption.
- Tight integration: data alignment with Dynamics 365 Business Central keeps orders, receipts, and invoices in one ledger — learn more about the integration here.
Integration With Microsoft Dynamics 365 Business Central
A unified connection to Business Central keeps budgets, orders, and invoices in sync across teams and locations.
Unified data model for finance, budgets, and POs
The extension links requisitions, purchase orders, receipts, and invoices to budgets and the general ledger inside Business Central.
This single model eliminates duplicate entry and ensures that order commitments update available budget in real time.
Reducing silos and enabling accurate, timely reporting
Bi-directional synchronization removes reconciliation work for users and speeds month-end close.
Accurate reports and dashboards give management faster insights for forecasting and spend analysis.
- Governance: shared master data and consistent coding create auditable links from request to payment.
- Process gains: integrated flows shorten cycle times and keep traceability for compliance reviews.
- Scale & support: standard integration patterns lower implementation risk and simplify upgrades and support.
“Integration with Business Central is the backbone that enables procurement controls and analytics for businesses.”
Users benefit from fewer system hops, clear status tracking, reliable budget checks during approvals, and aligned supplier records across systems.
Implementation Journey: From Project Planning to Go-Live
A clear roadmap and staged milestones kept operations steady while the new extension went live.
Phased deployment to protect business continuity
The rollout used short waves so core systems stayed online. Milestones aligned to business cycles and peak demand windows.
Each phase included scope locks, resource plans, and a go/no-go review. This approach kept orders moving and reduced risk to daily work.
User training, change management, and adoption tactics
Training combined classroom sessions, online modules, and hands-on labs to build confidence for every user.
Change efforts used stakeholder briefings, a champions network, and quick reference guides. Feedback loops refined materials and improved the experience.
Configuring approval routing and catalogue governance
Approval matrices were set by value, department, and category to match governance and policies. Catalog work focused on item normalization and supplier mapping.
- Test cycles validated integrations and end-to-end order-to-receipt flows.
- Hypercare and ticket-based support were ready at go-live.
- Lessons learned fed continuous improvements for wider rollout.
Strong implementation governance tied planning, testing, and support together so procurement teams adopted the platform with minimal disruption and measurable gains.
Streamlined Requisitioning: Faster, Simpler, Error-Resistant
A streamlined request process removes guesswork and keeps orders moving without repeated follow-ups. The platform gives a short, guided flow so a user can pick items, validate codes, and submit in minutes.
User-friendly creation, validation, and mobile access
Guided requisition forms present curated catalogues and reduce free-text mistakes. Templates and favourites speed repeat requests and standardize selections.
Automated validation checks budgets, chart-of-account coding, and required fields before routing. Real-time data lookups cut back-and-forth between requesters and procurement teams.
- Mobile access lets approvers and requesters act on the go, improving responsiveness for distributed teams.
- Policy-aligned pathways ensure correct supplier choices and compliant terms.
- Consistent master data across catalogues reduces errors and speeds fulfilment.
The result is fewer rework cycles and faster time to approved order. These features improved user adoption and delivered measurable gains in efficiency and governance for management and IT teams evaluating e-procurement software.
Intelligent Approvals: Accelerating Decision Cycles by 60%
Decision cycles shortened dramatically when multi-layer routing and reminders replaced manual chasing. The result was a visible, measurable drop in approval lag and faster fulfilment across the business.
Configurable multi-level routing tailored to value and category
Approval rules can be set by thresholds, category, department, and cost center to reflect corporate policies. This makes routing predictable and enforces consistent processes across teams.
Real-time notifications and reminders for on-time actions
Real-time alerts and automated reminders keep approvers informed and reduce idle queues. Escalation and delegation rules keep orders moving during absences or spikes in workload.
- Dashboards show pending approvals, bottlenecks, and cycle-time metrics for continuous improvement.
- Clear audit trails and controls align approvals with local governance and policy requirements.
- Analytics measure stage performance so management can fine-tune routing logic and improve outcomes.
Users benefited from fewer manual chases and clearer accountability. Requesters saw reliable timelines for each order, while supplier engagement improved with on-time POs.
Outcome: a 60% reduction in purchase approval time for the GCC manufacturer, translating to faster fulfilment, lower risk, and better operational performance.
Strategic Sourcing and Supplier Management in sourcing KSA
When bids arrive in a uniform format, decision-makers can evaluate price, terms, and risk without guesswork. The platform unifies strategic sourcing and automated purchasing inside Business Central to support clear, compliant outcomes for businesses in Saudi markets.
Competitive bidding and negotiation workflows
Structured sourcing events collect standard bids so teams can run side-by-side analysis. Templates enforce comparable formats for price, lead times, and commercial terms.
Negotiation tools track counteroffers, contract terms, and required approvals. Every change is recorded so approvals stay policy-compliant and audit-ready.
Supplier performance tracking with actionable analytics
Centralized supplier profiles store qualifications, contracts, and lifecycle notes for quick reference. That single source of truth speeds supplier selection and risk checks.
- Reports show delivery, quality, and service-level adherence to guide sourcing decisions.
- Analytics surface consolidation and cost-reduction opportunities across categories.
- Standardized processes reduce maverick deals and preserve audit trails for governance.
Feedback loops to suppliers improve product and service performance over time. Awarded bids convert to orders without manual re-entry via e-procurement integration, preserving data integrity and linking sourcing outcomes to reduced total cost and better reliability.
Budget Control, Governance, and Audit-Ready Reporting
Clear budget controls stop surprises and give finance real-time confidence in every request. The solution brings pre-commitment checks, continuous financial sync, and comprehensive reporting to a single Business Central workspace. That combination strengthens governance and improves month-end reliability.
Real-time budget visibility, enforcement, and financial integration
The platform runs pre-commitment budget checks so a user cannot submit a requisition that exceeds available funds. This prevents overspending and aligns every order to approved limits.
- Continuous sync: orders and receipts mirror Business Central so financials stay accurate.
- Analytics & reports: spend by category, supplier, and department supports faster leadership decisions.
- Policy enforcement: approval rules and coding standards lock in governance and consistent processes.
- Audit trail: who approved, when, and under which policy is captured for transparent reviews.
- Performance dashboards: track on-budget rates and exception trends to boost operational efficiency.
These controls improve business confidence, reduce rework, and help meet local regulatory and internal audit expectations. The result is stronger governance and sustained performance across procurement and finance teams.
Results and ROI: Efficiency Gains That Fuel Growth
Measured metrics showed clear gains when requisitions, catalogues, and approvals ran from a single, unified flow. The manufacturer moved from slow, manual steps to predictable, auditable processes that supported faster decisions and better performance.
Approval time reduction, cycle-time compression, and cost savings
A 60% reduction in approval time cut delays and compressed requisition-to-order cycles from about a week to just hours. Automation of catalogues and approvals reduced manual errors and lowered processing cost.
- Fewer touchpoints saved staff hours and reduced rework.
- Competitive events and better supplier selection cut purchase price variance.
- Realized cost savings came from lower labor, fewer exceptions, and faster order flow.
User satisfaction, adoption metrics, and process maturity
Users reported higher satisfaction thanks to intuitive forms and clear status updates. Training completion rates were strong, mobile use increased, and engagement grew steadily.
Teams shifted effort from transactional work to strategic tasks. Management used analytics and reports to refine category goals and pursue supplier consolidation.
Governance and standardized processes improved on-time approvals and reduced exceptions, delivering measurable ROI and stronger operational resilience for supply and order fulfilment.
Conclusion
This implementation delivered measurable speed and clarity across purchasing, finance, and supplier interactions.
The integrated extension synced orders and data in Business Central so users saw budgets, approvals, and status in one place. Faster approvals and guided requisitioning helped teams make better decisions and reduced manual work.
Structured sourcing and supplier scorecards improved selection and negotiation. Governance features enforced policy, preserved audit trails, and gave management reliable reporting for oversight.
Phased implementation, focused training, and ongoing support drove adoption and continuous improvement. For businesses modernizing their supply chain under Vision 2030, this e-procurement software offers scalable performance and clear ROI.
Dynamics Business Solutions (DBS) is certified Microsoft Dynamics partner in UAE; we take pride in our ability to develop and deploy the right business solution that matches global client’s requirements. DBS has developed in-house state-of-the-art solutions for HR and Payroll, Dynamo and DynaPay on top of Microsoft Dynamics 365 FO and Business Central respectively. These solutions cater to all business needs of HR and Payroll departments. We provide best services and support to our clients.
To know more, speak to our expert at Riyadh: +966 595071619 Dubai: +971 4 447 5525 Jeddah: +966 508162072 or inbox us your query at ask@dbsksa.com OR visit www.dbsksa.com
FAQ
How does DynaPro for Dynamics 365 BC support strategic sourcing across Saudi supply chains?
It centralizes requisitions, supplier catalogues, and bids into a single platform integrated with Dynamics 365 Business Central. This creates one source of truth for budgets, purchase orders, and supplier performance, enabling faster, data-driven sourcing decisions while enforcing local policies and audit trails.
What measurable outcomes can procurement teams expect after implementation?
Typical results include up to 60% faster approval cycles, reduced cycle times for purchase-to-pay, improved spend compliance, and stronger governance. Teams also gain clearer supplier performance data and better budget control for sustained savings.
Why is this transformation important for organizations operating under Saudi Vision 2030?
The platform helps meet Vision 2030 priorities by boosting local supply chain resilience, improving transparency, and ensuring regulatory compliance. It reduces manual work and supports digitalization goals that drive economic efficiency and competitiveness.
What compliance and policy controls are available for businesses in Saudi Arabia?
The solution offers configurable approval rules, audit logs, budget enforcement, and role-based access. These features help enforce regulatory requirements, internal procurement policies, and VAT reporting obligations common across Saudi operations.
How does the platform improve visibility and data accuracy for supplier management?
It consolidates supplier records, contract terms, performance metrics, and bid histories. Real-time dashboards and reports reduce data discrepancies, making it easier to monitor delivery performance, lead times, and service-level adherence.
What challenges does the solution address when organizations rely on email, spreadsheets, and paper workflows?
It replaces error-prone manual steps with automated requisitioning, approval routing, and PO generation. This cuts bottlenecks, prevents duplicate orders, and minimizes off-policy spend while improving traceability for audits.
What were the key selection criteria for procurement teams choosing a procurement ERP in Saudi Arabia?
Teams prioritize automation, integration with Dynamics 365 BC, scalability for regional operations, strong governance features, and supplier performance visibility. Ease of use and quick user adoption are also critical.
What e-procurement capabilities are purpose-built for Saudi operations?
Features include intuitive requisition forms, catalogue management, competitive bidding workflows, contract compliance checks, and localized controls for approvals and tax handling—designed to fit Saudi business practices.
How does integration with Microsoft Dynamics 365 Business Central benefit finance and budgeting?
Integration ensures real-time synchronization of budgets, ledgers, and purchase orders. Finance teams get accurate commitments and spend reporting, which reduces reconciliation work and improves decision-making.
What is the typical implementation approach to minimize disruption?
Vendors usually use a phased deployment: pilot key modules, configure approval workflows, migrate catalogs, and then roll out across departments. This approach protects continuity and allows targeted training to boost adoption.
How is user adoption supported during rollout?
Training programs, role-based onboarding, change management workshops, and mobile access accelerate adoption. Simple requisitioning and clear approval alerts help users shift from spreadsheets to the platform quickly.
How do intelligent approvals accelerate decision cycles?
Configurable multi-level routing based on value, category, or role automates who approves what. Real-time notifications and reminders reduce delays and ensure approvers act on time, cutting overall approval time significantly.
What sourcing and supplier management tools help improve negotiation outcomes?
Competitive bidding, RFX management, and consolidated bid comparison tools enable fair vendor evaluation. Coupled with supplier scorecards and analytics, teams negotiate better terms and monitor supplier reliability.
How does the system enforce budget control and maintain audit readiness?
It enforces budget checks at requisition and PO stages, provides transaction-level audit logs, and produces compliance-ready reports. This supports internal controls and external audit requirements.
What ROI can businesses expect from streamlining procurement processes?
Organizations often see faster approvals, lower maverick spend, reduced processing costs, and improved supplier performance—leading to measurable cost savings and higher user satisfaction over time.
