Nita Gelatine Pvt. Ltd. is a well-established manufacturer known for producing high-grade gelatine and collagen for food, pharmaceutical, and technical applications. Their operations rely heavily on procurement, and despite using SAP, one major part of their workflow remained outdated-vendor communication and RFQ handling were happening entirely through email.
This manual system had slowly become a bottleneck. Every time a Purchase Requisition was created in SAP, purchase executives sent RFQs to vendors through individual emails. Vendors responded with attachments or messages, all stored across scattered inboxes. Comparing quotes required manual effort, tracking who responded on time was difficult, and re-negotiations meant starting new email chains. Most importantly, nothing was centralized-there was no audit trail, no transparency, and absolutely no visibility for vendors into their own status or documents.
For a company operating at Nita Gelatine’s scale, this system was no longer practical.
The Challenge
The biggest issue wasn’t just that the RFQ process was slow — it was disconnected. SAP handled requisitions and purchase orders, but everything in between happened outside the system. This meant:
RFQs were sent manually
Quotations came in different formats
Comparisons took significant time
Vendors had no dashboard or visibility
Audits were difficult because nothing was logged centrally
Multiple teams — procurement, commercial, finance — all depended on information coming through email threads. Even small delays created ripple effects across the process.
It became clear that Nita Gelatine needed a digital procurement layer that connected vendors, SAP, and internal teams together in one transparent ecosystem.
The Transformation
We built a centralized, SAP-integrated procurement platform that completely changed how Nita Gelatine handled RFQs, quotations, vendor onboarding, and purchase workflows.
- Instead of manually sending and collecting quotations, RFQs are now generated directly from PRs pulled in real time from SAP. Vendors receive notifications instantly and submit their quotations inside the portal — no emails, no attachments, no confusion. The system even includes a built-in Q&A panel so vendors and purchase executives can clarify doubts transparently, without private calls or informal negotiations.
- Once the RFQ opening date arrives, the comparison sheet is generated automatically. What earlier took hours of cross-checking now appears instantly, with the lowest quote clearly highlighted. If re-negotiations are needed, executives can trigger a re-quote through the system — and every step is logged for audit.
- We also introduced a full vendor onboarding module where suppliers submit their documents, and the system automatically verifies PAN and GST using government APIs. This removed the risk of fraudulent or incomplete data entering the procurement process.
- Most importantly, vendors now finally have a dashboard of their own. They can track their RFQs, quotations, purchase orders, invoices, goods receipt notes, and payment status — all in one place. This eliminated constant vendor follow-ups and improved trust and transparency.
- Purchase Orders created in SAP automatically reflect in the portal, and when vendors submit invoices or ASNs, everything stays connected. GRNs generated in SAP are also linked back, creating a complete chain of procurement documentation visible to both teams and vendors.
- Every action — every submission, edit, approval — is time-stamped and stored, creating a transparent and audit-ready procurement environment.
The Impact
The difference for Nita Gelatine was immediate.
What once took days now takes hours. The purchase team no longer manages long email threads or scattered attachments. Vendors know exactly where they stand. Internal teams have real-time visibility, and leadership gets clarity through dashboards rather than reports stitched together manually.
The entire process — PR to RFQ to quotation to PO to GRN — is now automated, traceable, and tightly connected to SAP.
Procurement has transformed from a manual, reactive function into a digital, data-driven operation.
This SAP-integrated procurement portal not only increased efficiency but also rebuilt confidence among stakeholders, strengthened compliance, and set Nita Gelatine on a path toward scalable, future-ready procurement.
