Matching Demand Supply Innovatively Indexing Vendors & Suppliers through Portal for Smartest Management
Vision Document
Contents Areas to Focus for Better Vendor/Supplier Management
6 6
Major areas that demand more attention: Market Intelligence Benchmarking
6
Categorize Sourcing & Support
6
Vendor Master Data
6
Catalogue Management
6
Supplier Management
6
Contract Management
6
Sourcing Event
7
Procurement Metrics
7
Procurement Help Desk
7
Buying Metrics
7
Lower Costs and Improve Supplier Service with Online Collaboration
7
A Dedicated Vendor/Supplier Portal Can help Organization in:
8
Hurdles That Vendor/Supplier Portal Overcome
9
Eliminate Routine Inquiries of Supplier
9
Execute Changes in Order
9
Reduce Inventory Requirements with Vendor Managed Inventory & Consignment Support
9
Perfecting the Contract Processing Cycle With Portal
11
Enhancing Involvement of Vendors and Supplier with Portal
11
Enabling contract management
11
Contract authorization
11
Contract Negotiation
11
Approving the contract
11
Execution of the contract
12
Obligation management
12
Revisions and Amendments
12 13
Bettering The Process With Vendor/Supplier Portal
13
Portability
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Vendor/Supplier Portal
3
Performance
13
Management and Orchestration
13
Security
13
Well-Defined Network Stability
13
Service Continuity
13
Operations
13
Energy Efficiency
14
Migration and Co-existence
14
Benefits of a Streamlined Portal for Vendors and Suppliers
15
Why Vendor and Supplier Performance Management Are Important?
16
Supply chain disruptions
16
Procurement’s visibility into spend on preferred suppliers
16
Collaborating with suppliers to create new value
16
Costs incurred due to incomplete information on supplier relationships
16
Risk to company due to suppliers’ actions or policies
16
Stages of Managing Vendor/Supplier Engagements
17
Stage 1: Definition of strategy
18
Stage 2: Evaluation Criteria
18
Stage 3: Collect and Analyze Performance Data
18
Stage 4: Measure, report and share performance data
18
Stage 5: Conduct review meetings:
19
Stage 6: Report and track action points:
19
Stage 7: Review and reset goals
19
Vendor & Supplier Portal Challenges:
22
Disparate systems
22
Lack of management commitment for a robust Vendor/Supplier Portal
22
Lack of consistent process across the organization
22
Lack of scorecard s specific to commodity / category
22
Lack of quality information or lack of information at the right time
23
Paucity of time to conduct supplier performance reviews and quality check
23
Lack of mechanism to record review meetings & track action points
23
Vision Document
Vendor/Supplier Portal
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INTRODUCTION In this dynamic and unpredictable world, an organization’s ca-
pability to access the right information at the right time holds the key to sustenance and longevity. The suppliers are an important and integral part of supply chain management. Same
way, supplier management is also an important part of any or-
ganizations’ strategies. Thus, having the right information on suppliers and suppliers’ performance becomes imperative.
To have access to this supplier information, organizations need
to have the right processes in place facilitated by the right technology, driven by the right people. This requirement of right
people, technology and processes are an integral part of any “Platform” offering.
So, migration to platforms is a decision in the right direction.
Also, this shift to efficient platform offering aids organizations to have an access to valuable information on social media and
third-party applications (by linking your data collection points
to various 3rd party providers of information like D&B, Reuters,
Bloomberg, etc.) and will also help in getting a 360-degree view of the organization's’ performance which is quintessential
during these tumultuous times. Therefore, right information at
the right time drives long lasting relationships & enables informed decisions, vital for a strategic decision.
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Vendor/Supplier Portal
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Areas to Focus for Better Vendor/Supplier Management Focus areas in dealing with vendors and suppliers can only be checked when there is an appropriate operating model coupled with solid competency. These two are the founda-
tions of effective sourcing and contract management for both; vendors and enterprises. This comprehensive approach helps organizations to minimize order management complicacies along with vendor relationship complexities.
Major areas that demand more attention: Market Intelligence Benchmarking
Catalogue Management
It is necessary for businesses to benchmark sup-
Enterprises have to pay special attention in main-
status information. Such information helps busi-
of catalogue data in an efficient procurement
they can be managed accordingly.
catalogue management process on the portal
plier information along with the their market
taining their catalogue information. Maintenance
nesses to get a brighter idea about vendors, so
information management system enhances the
Categorize Sourcing & Support
For any organization, it is necessary to categorize
their sourcing and business communication with
vendors. Prepare sourcing documents, supplier
surveys and market research. Evaluation of these analysis helps enterprises to bifurcate the needs, demands and outputs of your vendors.
Supplier Management
Managing your supplier information along with
while streamlining the order processing.
Vendor Master Data
To manage vendors in the best way, enterprises
needs to maintain a master data for them. This data plays decisive role in identifying new
on-boarding suppliers. With this information, the
system will accelerate approval, validation and manages all other sorts of data changes.
Contract Management
their supplied products data is the backbone of
Suppliers and vendor engagement revolves
porting, building and managing a well defined
to maintain the organizational sourced contracts
also renders broader idea about the system while
ration.
every system. It helps the organizations in sup-
around the contract. Thus it becomes important
channel that maintains key performance data. It
while generating critical reports on renewal expi-
enabling admin to have a better insight of their suppliers, vendors and their offerings.
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Sourcing Event
Procurement Help Desk
Adding, maintaining, scheduling, and reminding
Building a real time assistance that is capable
ing its information with all the suppliers and ven-
systems is necessity for enterprises. It features as
ers pay attention to your marketing campaigns
under right policy, process and procedures.
about the latest organization events and stream-
enough to manage and execute procurement
dors. It is also necessary that vendors and suppli-
a guidance tool that helps and lead users to work
and events.
Buying Metrics
Procurement Metrics
It is crucial for any business to understand buying
reports that are helpful in the system procure-
must have functionality and features that offer
compiling list of errors and system leakages that
cessing all non-catalogued orders.
Driving system assessment and generating
metrics in any business. For suppliers, the portal
ment. It assists organizations in analyzing and
assistance for sourcing, negotiating and pro-
consume excessive time along with additional efforts.
Lower Costs and Improve Supplier Service with Online Collaboration Phone calls, fax, and emails with suppliers waste time, introduce errors and create latency in your supply chain. Merchant Vendor Portal makes you and your suppliers more efficient with a powerful platform for online collaboration. It empowers suppliers to access the latest information that includes payment, delivery information and status purchase orders. Portal supported two-way interaction enables suppliers to raise their requests, submit their notices, review payments and update their profile data. The portal will also allow them to submit their work confirmations and create online invoices using purchase order details. You get better service, lower processing costs and relief from routine supplier inquiries. So your buying organization has time to focus on what really matters – getting more savings. Vision Document
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A Dedicated Vendor/Supplier Portal Can HELP ORGANIZATION In: • Creating a closed-loop procure-to-pay collaboration with enterprise.
• Simplifying order fulfillment and payment at both ends. • Efficiently ramp vendor engagement and maintain suppliers roles.
Get improved service, eliminate routine inquiries and even offload inventory management by sharing information with suppliers online.
8
HURDLES THAT VENDOR/SUPPLIER
PORTAL OVERCOME Eliminate Routine Inquiries of Supplier
help your suppliers and you streamlined on the
and it can kill umpteen time of your staff. A Ven-
request changes directly through the portal
to submit inquiries. The self-service model to
splitting a shipment, modify any order details or
any information they want any time. Suppliers
number.
ated attachments, and easily print out PDF
By defining role specified workflow, enterprises
Repetitive inquiries from supplier are irritating
same page. The portal will facilitate suppliers to
dor/ Supplier Portal eliminates the need for them
online for any of their requests whether it is for
access information facilitates them to access
to edit quantity, delivery date or supplier
can view their orders, access additional associcopies of that.
can enable their purchasing team to approve
Any changes to an order are instantly available
some requests that have crucial changes and
changes. The portal also allows suppliers to
Approved changes will be recorded in the pur-
agreements, critical work agreements and con-
revisions. With Vendor/Supplier Portal, both sup-
documents. For orders that were negotiated
information they need immediately to manage
requests automatically. They can also scrutinize
on Vendor Portal, with a full audit trail of previous
opt to divert them to appropriate authority.
access real-time information about purchase
chasing document, listing formal and auditable
tracts with drill-down access to all associated
pliers and enterprises can access all of the
using Sourcing or Procurement Contracts, suppli-
and track changes.
chasing documents with an electronic signature. can also track payment schedules to streamline
Reduce Inventory Requirements with Vendor Managed Inventory & Consignment Support
becomes more responsive with reduced man-
Vendor/Supplier Portal reduces inventory cost
ers can check agreement terms and bind pur-
Following the submission of invoices, enterprises their cash flow. Hence, the whole process power requirements in an accelerated process.
through Vendor Managed Inventory (VMI) pro-
Execute Changes in Order
inventory for you. Access of forecasts, in-pro-
cesses that let authorized suppliers manage
Management of routine changes burden up
cess shipments and on-hand stocks, enable
Vendors/Suppliers portal can manage these
prise behalf.
Purchasing staff with another drag. A dedicated
suppliers to initiate replenishments on enter-
supplier-initiated change requests that can Vision Document
Vendor/Supplier Portal
9
The software also simplifies consignment relationships for both enterprise and suppliers
by providing them visibility of consigned
inventory along with transactions that affect it, from procurement to payment. Merchant
Vendor Portal data also improves the accura-
cy of your planning and scheduling, further reducing inventory.
CRM
Vendor
Vendor Portal - New Vendors User Validation
- Contracts Management
Login Authentication
- Procurement - Invoicing & Payment
New Vendor Sign Up
Contract Management
Service Rating Compliance Metrics
Procurement Vendor Not Qualified
Vendor Listing
Invoice & Payment History Payment Configuration Invoicing Generate Invoices
Vendor Notification & Fulfilment Work Order Management
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Perfecting Contract Processing CYCLE WITH PORTAL The main goal of vendor management is to ensure that all contract participants fully meet their expec-
tations and obligations while delivering the objectives that are intended from the contract. A vendor/supplier portal runs operations in two parallel ways at the same time. One part of the portal processing builds good business relationships between the vendors and service or product provider.
Another part is, to help organizations manage their contracts proactively in order to anticipate future needs, as well as reacting to situations that arise. Vendor management process through a portal includes the following steps:
Enhancing Involvement of Vendors and Supplier with Portal Enabling contract management
The very first phase to streamline your enterprise processing begins with contract management. It identifies contracts and verification of roles of vendors and suppliers. A contract management tool also defines roles, responsibilities and procedures for organisations as well as vendors and suppliers.
Contract authorization
Writing a contract manually in system files is a time-consuming activity. With the use of an automated
contract management system, this process becomes quicker, that takes less time and gets streamlined without any error.
Contract Negotiation
The negotiation process relies much on the completion of the draft contract. With the portal, employees who represent enterprise in the negotiation process would be able to compare all versions of their contract. Here, the key note is to ensure that the best available opportunity should be drafted in the contract to both sides.
Approving the contract
This is the stage where most of the bottlenecks occur when it gets approval form the management. Vendor/Supplier portal helps users to preemptively deal with this by creating a tailored workflow for
approval process. This process includes parallel and serial approval methods to keep decisions moving at a rapid pace.
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Execution of the contract
Portal comes has the ability to take eSignatures and attach them wherever required. eSignatures help
users to execute contracts by allowing users to control and shorten the signature process. Portal also allows to attach eSignatures in emails, fax, sales notes and in other crucial business documents.
Obligation management
This is one of the most crucial notes where all the key stakeholders have to ensure that deliverables
meet in accordance with the contract guidelines. Portal centres the work processing around the contract condition and keep the stakeholders in loop with notification, reminders and updates.
Revisions and Amendments
Portal keeps complete track of start to finish activities that took place under a track. It gathers all the
minor details and documents pertinent to the contract’s initial drafting to the finishing note. The system
will analyse the complete contract processing, productivity and loopholes to generate an insight report of it. This insight report will work as a blueprint document for amending and revising contract.
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Bettering The Process With VENDOR/SUPPLIER PORTAL The nature of the Vendor and Customer also comes with certain technical challenges that needs to be
addressed while facilitating interoperability along with seamless evolution towards a completely virtualized networks. The Portal that facilitates vendors and suppliers, has certain requirements. Some of these requirements that need more focus are:
Portability
Security
tional operations with any software, it is of
exposed to external attacks in ways that are not
While implementing and prospecting organizautmost importance to scale its feasibility and
probability. Address the capabilities to load, execute and move vendor roles and operations across different modules and in some cases, to some data centres too.
Digitization of enterprise processing can be expected. Thus, it becomes utmost important concern
to
make
well-structured
the
portal
portal
makes
secured. your
A
data
unbreachable and protects confidential business information safe with the portal.
Performance
Well-Defined Network Stability
required to describe and design the infrastruc-
tal need, an well-defined network stability that
Listing all the abilities of the portal that are ture requirements for specific vendor and supplier performance targets.
Management and Orchestration
Portal helps users to place requirements for
their organizational mechanisms to orchestrate
and manage infrastructure resources, different
operations performed on those and software functions lifecycle.
Service Continuity
From starting of the portal capabilities that are needed for continuous delivery of services in
conformance with the service specification and Service Level Agreement requirements.
The portal centric assistance has a fundamen-
keeps the data flow healthy and systematic. A stable network prevents the process from crashes and data losses while keeping the information availability, continuity, functionality in tune without any failure.
Operations
Target the major requirements that are needed
to automate the operational functions of an
enterprise. This includes network systemizing vendor/supplier activities, efficient data sharing, classification of roles, quick ticket generation and response to these tickets, and all other
operational functions that can be handled by the portal.
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Energy Efficiency
Migration and Co-existence
that can minimise the energy consumption and
that can minimise the energy consumption and
A Portal must address technical capabilities human interventions. It is important to develop an efficient technology based environment that
works beyond convention and more on configuration while reducing cost as well as efforts of the organizations.
A Portal must address technical capabilities human interventions. It is important to develop an efficient technology based environment that
works beyond convention and more on configuration while reducing cost as well as efforts of the organizations.
Benefits of Vendor Portal Portal helps build a progressive and beneficial relationships with suppliers along with vendors while driving a continuous loop of new oportunities with improvised system process.
It also prevents data loss and systemize information sharing. Set up criteria for new suppliers on-boarding and have an approved supplier list. Create Realistic SLA based on previous performances. Rank Suppliers and vendor according to their performance. Identification of new leads and explore them for new sources of supply. Analytics Insight to identify process loopholes.
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Benefits of a Streamlined
PORTAL
for
VENDORS & SUPPLIERS A well designed portal automates process like identification of vendor id, stock details, product codes, catalogue details. It also prevents data loss and systemize information sharing. It will drive the set-up of criteria for new supplier on-boarding and have an approved supplier list. Portal Assists in creating realistic SLAs (Service Level Agreements) into supplier contracts that are based on past performance information gained from the portal. It drives rationalization of suppliers based on performance information i.e. disengage with low performers and high-risk suppliers whilst giving more business to high performers A Vendor, Supplier Portal can lead to identification of new sources of supply with its Analytics insights that help suppliers improve their performance by reducing costs and risks. Portal can create preferred or certification badges for vendors that encourage them to go more active and generate good output. 15
Why Vendor and Supplier Performance Management Are Important? Top drivers that escalate the importance of dedicated portal for supplier and vendor are:
Supply chain disruptions It is a key role player in know-
Procurement’s visibility into spend on preferred suppliers
supply
This is very important infor-
& viable mitigants in place.
strategic supplier & supply
ing your suppliers better. A
grouping suppliers as pre-
ing
the
enterprise
chain, the possible disruptions
mation as this helps in making
This is possible only by know-
decisions. the science behind
vendor/supplier portal helps
ferred or favored.
best to have a better insight
of your vendors or suppliers with analytics.
Collaborating with suppliers to create new value It’s very important to con-
stantly collaborate with the suppliers in a healthy atmosphere as suppliers’ progress could
mean
organizations’
progress. Co-creation is the new mantra for smooth and efficient fulfillment.
Risk to company due to suppliers’ actions or policies In
this
dynamic
business
milieu contracting with the
right suppliers is key & any slip
could lead to unnecessary & uncalled for litigations or legal
hassles, therefore it’s import-
Costs incurred due to incomplete information on supplier relationships
ant to know with whom you are doing business with.
Another driver which is inter-
nal to the company is the
In today’s very competitive
area wherein the organization
information can have huge
plier to deliver and exceed the
tion drives strategies & deci-
feedback for the organization.
environment, lack of timely
can improve to help the sup-
impact on costs as informa-
expectations viz. a 360 degree
sions. Like in any relationship it's sometimes very hard to calculate the cost of a wrong
decision as trust & commitment is lost.
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STAGES OF MANAGING VENDOR/SUPPLIER ENGAGEMENTS
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Stage 1: Definition of strategy
The process begins by strategizing the Vendor/Supplier Portal is with the contracted details like supplier information, category, commodity procured, relationship with supplier, past performance, etc.
Even though the general process for Vendor/Supplier Portal is decided at the organization level with deviations/exceptions are recorded/documented. The tools/applications that will feed data for Ven-
dor/Supplier are also decided at this stage, eg: which tools will provide information on Quality performance (i.e. rejection rate from P2P tool or survey responses), etc. Best practices suggest following
a separative approach i.e. conduct performance management for the 20% of the total supplier base which usually constitutes 80% of the total spend.
Stage 2: Evaluation Criteria
This stage is all about the evaluation criteria are defined i.e. defining the supplier status. The status
criteria are usually defined according to the category or commodity. It also requires that exceptions to their general needs are documented/recorded.
Best practices: Suggest to make the requirements metrics more potent that they should ideally be aligned to the organization’s own goals, objectives and strategies than when copied from other
organizations. Also, the supplier has to be measured against the terms & Conditions agreed in the current contract with the supplier.
Stage 3: Collect and Analyze Performance Data
As per the strategy and evaluation criteria that are addressed above, suppliers’ performance is col-
lected from different sources/applications, scorecards, surveys, etc. Post collection of the data, it is analyzed for appropriate and accurate reporting.
Best practices: It’s very good practice to solicit suppliers’ feedback on organizations’ performance
(360 degree feedback). Supplier performance can take the form of either a survey questionnaire or interview (preferably face-to-face), sometimes even a site visit, and includes appraisals of various
aspects of the supplier's business including capacity, quality adherence, financials, organizational structure and processes and performance.
Stage 4: Measure, report and share performance data
In this stage, the data collected in the above step is measured and reported in the appropriate formats to be shared with the appropriate audience. Here, the key aspect is the mapping of the
reports / information to the people. An effective and efficient process of generating reports/ and analytics information by templatization of these reports. Here data mapping with the end users works as a productive good practice.
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Stage 5: Conduct review meetings:
In this stage, review meetings are conducted with the supplier as per the strategy defined earlier.
The review meetings are done periodically i.e. once a month, quarterly, half yearly or yearly depend-
ing on the strategy. The agenda of these meetings include, discussion on past performance on various parameters, action points from previous review meetings, areas of improvement, support
needed to drive improvement projects, etc. The attendees of these review meetings are usually the vendor managers, suppliers’ representatives, key users of suppliers’ products or services, team involved in procurement, finance, quality, category managers, etc.
Stage 6: Report and track action points:
Here, the action points from the review meetings are recorded and tracked for completion or tracked for improvement. The minutes of the meeting are also clearly documented for future refer-
ences. Key point here is the mutual agreement of these crucial action points. the action points have to be very clear and well defined, the below given table is an example of how to document the objectives or action points.
Stage 7: Review and reset goals
At this stage, the action points or objectives are reviewed against the targets and the goals are reset if needed.
Here it’s important to note the support the organization needs to extend to the suppliers to meet their goals. This is a very important stage as it gives an important insight into the suppliers’ ability to improve their performance and shows the suppliers’ intention to deliver or exceed expectations. The outcome of this assessment will have an impact on various decisions taken at different levels of the
organization. Like for poor performance - it might result in reducing the business given to that supplier and for a very good performance - it might result in increasing the business.
Vision Document
Vendor/Supplier Portal
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CRM
Supplier or Vendor
Supplier/Vendor Portal -New Suppliers -Supplier Rating
User Validation
Login Authentication
- Procurement - Inventory Updates - Warehouse Updates
Procurement
New Supplier New Supplier Sign Up
Re-Submit Quote Req Sent to Applicable Suppliers
Suppliers Notified
Quotes Sent by Suppliers Supplier QA Failed
Rejected
Supplier Sampling & QA Validation
Quotes Ranked as per Supplier Rating Config
Procurment Team Notified
Approved
Supplier Rating Configuration - Location, QA Rating, Fulfilment History, Rates, Stock Availability, Rates Metrics
Low Inventory Flag Received from Warehouse Management System
Warehouse Updates
Warehouse Assigned
Stock Replacement
Shipment Recieved
Stocks Approved
Return Dispatched
Return Received
Quote Approved PO/WO Sent
Stock & QA Validation
Stock Rejected
Invoicing Payment Config.
Shipment Received
Shipment Sent
Supplier Listing
Order Confirmed
Order Tracking
Rejected
Credit Memo Generated
Inventory Mangament
Manufacturer & Distributor
Vender Portal Outflow (Supplying to multiple Entities)
Login Authentication
New Requirement
CRM
User Validation
Order Management
Returns
Fulfilment Quote Sent
If eligible
Replacement / Changes
Stocks Rejected
Rejection
Approval Stocks Approved
Purchase Order Receiver's QA
INVOICING invoice & Payment Configuration
Consigment Dispatched & Order Tracking
Consignment Delivered
Return Processed To Polishing
To Repairs
To Remanufacturing
To Recycle
Credit Memo
to Resend
If Not
Vendor & Supplier Portal Challenges: The key challenges organizations encounter to implement a robust Supplier Performance Management are:
Disparate systems
This arises from having different systems for various activities like Pr, PO, invoicing, reporting, etc. It will impact the collection of data for analyzing suppliers’ performance.
Likely Solution: A technology offering/ solution that cuts across the sourcing & procurement lifecycle with real time reporting
Lack of management commitment for a robust Vendor/Supplier Portal
This stems Vendor/Supplier Portal at the bud, thereby impacting the whole Vendor/Supplier Portal process.
Likely Solution: Management’s commitment at all levels of the Organization is very essential to the success of Vendor/Supplier Portal, as the suppliers’ performance information is collected across.
Therefore, the more detailed & accurate the data is, the better is the analysis resulting in the Best Vendor/Supplier Portal & review
Lack of consistent process across the organization
It only makes comparisons more effective which in turn helps in making informed decisions. Likely Solution:The Vendor/Supplier Portal process has to be made very easy & flexible, yet effective
& consistent so that it can be implemented across the organization, hence the need to align the need to Organizations own goals, objectives and strategies than when copied from other organizations.
Lack of scorecard s specific to commodity / category
This also makes comparisons more effective and makes the organizations take the ‘horses for Courses’ approach, as drivers or measurement yardsticks for different commodities, categories are unique & different.
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Likely Solution: Even though the process of Vendor/Supplier Portal has to be consistent, the parameters to measure the performance has to be specific to commodities, categories. e.g. timely delivery is a necessity for goods, timely completion is a necessity for services.
Lack of quality information or lack of information at the right time Either of these will distort the fact and bring down the decision-making ability.
Likely Solution: It’s essential to have a well augmented process & technology in place to ensure data is collected regularly & accurately, even if it means real time or in person in some cases
Paucity of time to conduct supplier performance reviews and quality check This is due to lack of efficacy and efficiency of the Vendor/Supplier management process that leads to unproductive supplier review meetings.
Likely Solution: The need for a well-augmented process & technology driven solution that shortens as well as smoothens the data analysis, data collection & information compilation lifecycle.
Lack of mechanism to record review meetings & track action points
It removes the sting out of the purpose of having goals in Vendor/Supplier Portal as there will be no clear objective or purpose or agenda to drive these meetings.
Likely Solution: It’s not only important to have a well augmented process & technology solution for collecting data/ information, it’s equally important to have one for recording the review meetings & tracking action points for completion.
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