Contract Lock - Electronic Procurement Contract Signing Scheme

The key "7 steps" of government and enterprise procurement are fully paperless, with a supply chain speed increase of over 60%. It supports integration with various management software such as ERP, SRM, bidding platforms, logistics, and OA, providing paperless application support for the entire process of enterprise procurement price comparison and sourcing, contract cooperation, transaction confirmation, shipping and receiving, reconciliation, and settlement management, and assisting in the digital transformation of procurement. According to feedback from a large manufacturing group, the application of electronic signatures helps with procurement work: supplier identity is automatically verified within 5 minutes; Contracts, orders, and other documents can be signed within 3 minutes at the fastest; The procurement process has been reduced from

steps to 3 steps, resulting in an efficiency improvement of over 60% ; Within six months, replace manual labor to handle a total of 10000 to 20000 mechanized signing tasks; Save at least 20000 paper documents from printing within one year; Save 425 hours of labor time and reduce 15-23% of signing costs. Since 2020, the Ministry of Finance of the People's Republic of China has continuously revised and improved the "Government Procurement Law of the People's Republic of China (Revised Draft for Comments)" multiple times, and clarified that "electronic contracts signed in electronic trading systems have the same legal effect as written contracts" and "encourage the use of data messages and electronic information networks to carry out government procurement activities". Driven by the digital transformation of procurement in government, state-owned enterprises, and central enterprises, the procurement work of various industry organizations has gradually shifted from online message publishing, offline bidding, and on-site contract signing to full process digitization of inquiry and quotation, bidding, contract signing, shipping and receiving, and reconciliation settlement. The contract lock electronic signature fully integrates the capabilities of "trusted digital identity, electronic template editing and management, OPD/PDF file signing, online comparison, batch signing, trusted timestamp, electronic signature, and data verification", supporting integration with various management software such as ERP, SRM, bidding platforms, logistics, and OA. It can provide paperless application support for the entire process of enterprise procurement comparison and sourcing, signing cooperation, transaction confirmation, shipping and receiving, reconciliation, and settlement management, and assist in the digital transformation of procurement. At present, the contract lock procurement electronic signature scheme can cover government procurement, public resource transactions, as well as well-known customers in various industries such as automobiles, engineering, electrical appliances, food, agriculture and animal husbandry, supermarket chains, and rail transit. Contract Lock Procurement Electronic Signature Function Support: • Procurement Software Integration Application: Currently, Contract Lock has been integrated with various SRM and procurement software such as Zhenyun/Moyuan Technology/Hande/Jiuhui/Ruite/Zhulong/Qiqin System/Panwei Jingqiao Tong/Enterprise Communication/Instant Speed/Xinyuan/Guoxin Innovation, which can meet the electronic signature needs of various procurement links. • Building a genuine and trustworthy procurement identity system: Contract Lock collaborates with authoritative CA institutions across the country and connects to an enterprise information query platform to provide identity authentication and verification services for procurement participants such as suppliers and evaluation experts. • Government/State owned Enterprise OFD Document Signing: Supports OFD, PDF, and Word document signing requirements, meeting the flow signing needs in government, state-owned enterprise, and central enterprise procurement. • The entire process of purchasing materials is tamper proof and verifiable: The integration of digital certificates and encryption technology ensures that the documents throughout the procurement process are tamper proof and their authenticity can be verified. • Electronic template management for procurement documents:

Build diversified procurement electronic document templates for different products, prices, and purposes, support online sharing and use, and save the trouble of manual drafting.

Batch and automatic stamping of formatted files: Various formatted contracts and document files support automatic stamping and batch stamping after approval, avoiding mechanized operations. • Xinchuang Full Stack Adaptation

: Contract locks have achieved full stack adaptation of various operating systems, databases, middleware, etc., which can meet the needs of government and state-owned enterprise customers for Xinchuang construction. Scene highlights: Electronic signatures help speed up key procurement processes

Inquiry and quotation

Online batch inquiry, remote real name quotation

Contract lock supports integration with the procurement business system, providing electronic templates, electronic seals, and supplier identity authentication support for procurement inquiries and supplier quotations. Online signing of inquiries and quotations can be completed within a few hours.

○ The purchaser

opens the internal portal of the procurement business system to add supplier information online, initiate the inquiry process, automatically call the company's electronic seal for stamping after approval, notify suppliers via SMS, and conduct bulk inquiries.

○ Supplier

Obtain inquiry notifications, log in to the supplier's external information portal, initiate quotes through real name authentication, use the contract lock electronic template to fill in price information and electronic seals online, and provide quotes online.

Features

Provide HTML templates for quotation forms, enabling online filling of quotation information; The purchaser can add supplier information in bulk and send inquiry forms with just one click; The quotation information is automatically returned to the procurement system without the need for manual filling, making it easy to summarize and compare prices.

Tendering and Bidding

Invitation for Bids - Tendering - Bid Evaluation - Announcement - Q&A Full Process Paperless

Contract Lock Electronic Signature can be integrated with the bidding platform to provide "real name authentication, electronic templates, electronic signatures and seals, and data storage" support for various aspects of the bidding business, establishing a digital bidding environment that includes "real name participation, online bidding, remote bid evaluation and opening, online guarantee, electronic signing, full process traceability, and verifiable".

○ Invitation to Bid

For the method of inviting specific suppliers to bid, the bidding party only needs to import supplier information in bulk, use electronic templates and automatic stamping services to quickly generate a "bid invitation letter" and notify suppliers in bulk.

○ Tendering

By associating with the tendering system, it is possible to draft formatted tendering documents online templates, automatically stamp them, and synchronize them with one click to the tendering portal without manual intervention.

○ Bidding

Supports one click signing of stitch seals, online production of PDF bids, and encrypted bidding;

; Connect to the electronic letter of guarantee system to achieve 24/7 online issuance of documents, and process electronic letters of guarantee online within one day, helping secure and barrier free bidding.

○ Bid evaluation

Experts log in to the bid evaluation system, scan codes to obtain evaluation tasks, complete real name authentication to fill in evaluation data, and generate electronic evaluation reports by signing online, ensuring that they sign and cannot be tampered with.

Features

PDF bid preparation/encrypted bidding; Online issuance of electronic letter of guarantee; Expert real name online evaluation; Batch automatic stamping of notification and other format files.

Transaction

○ Sign the purchase contract online

After determining the supplier, the purchaser calls the supplier information in the business system and drafts the purchase contract with the help of the electronic contract template. The mobile terminals of both parties can sign the contract, and the signed contract will be automatically returned to the business system for archiving.

○ Online ordering and signing of purchase orders

○ Confirm the order remotely and sign it

Business personnel only need to simply check the order data, send it to the purchaser with one click, and the system will automatically capture the order data to generate an electronic order. Electronic signature confirmation is required, and the whole process only takes a few minutes.

Supplier shipping and transportation

Intelligent signing of receipt based on order and mobile

In the shipping and transportation process, the contract lock can be integrated with the order system and logistics system to help implement electronic waybill applications. After arrival, the smart push of the waybill to the responsible person of the purchaser can be opened on the phone to sign and confirm receipt.

Goods Warehousing

Multi party mobile signing of warehouse receipt, efficient counting and warehousing

"Warehouse receipt" is a necessary document for purchasing goods warehousing and an important financial reconciliation and settlement voucher. After the warehouse keeper checks the goods on site and confirms that there are no errors, a bill of lading should be prepared and signed. At the same time, four copies of the signed documents will be provided. One copy will be handed over to the truck driver as proof of departure, one copy will be handed over to the warehouse loading and unloading worker for loading and unloading settlement, and the other two copies will be used for warehouse and financial reconciliation.

In the past, after the goods arrived, the warehouse keeper completed the inventory and had to log in to the business system to manually fill out the form, print the paper documents, and sign them by hand. At the same time, four copies of the documents were handed over to the driver, loader, and finance department, which not only required a lot of work but also made mistakes easily.

The contract lock electronic signature system can be integrated with ERP or warehousing systems, automatically generating electronic warehouse receipts based on delivery progress, notifying warehouse keepers of electronic signatures via SMS, and synchronously copying drivers and loaders to ensure that once the warehouse keeper signs, the document distribution is automatically completed, and it is automatically archived and saved.

Supplier Reconciliation

Online bulk issuance of electronic statements for efficient reconciliation

In order to facilitate regular reconciliation between finance and local suppliers, the contract lock can be connected to financial management software to provide electronic templates and electronic signature support for online reconciliation.

Financial personnel regularly initiate batch reconciliation in the business system, and the system automatically generates electronic reconciliation statements. Suppliers across the country verify data, fill in the reconciliation results, and sign and stamp under real name, and the documents are automatically returned to the business system for filing. The signing progress is visible, and overdue warnings are automatically issued.

Replace the tedious and mechanized tasks of document production, transmission, progress tracking, and archiving in financial processing, release financial pressure, promote financial write offs, and improve the efficiency of enterprise capital turnover.

Settlement

One click generation of electronic vouchers for payment settlement

In the later stage of performance settlement, after the purchaser's financial payment, the business system process automatically uses electronic templates to generate electronic voucher files. After internal approval, the financial special seal can be automatically stamped to generate electronic accounting vouchers, eliminating the need to manually issue paper vouchers and ensuring payment records.

Summary

Electronic signatures and other applications have penetrated into various organizational procurement scenarios, becoming an important support for the digital transformation of the entire process of procurement sourcing, signing, receiving and shipping, reconciliation, and settlement.

The application of electronic signatures can automatically associate supplier, financial, logistics, and other data in procurement with electronic signatures and contracts, helping to establish a paperless procurement environment throughout the process, improve the efficiency of key procurement links, and accelerate the supply chain.