How GEP works

Requirement evaluated: SSO via Okta (our identity provider)

For a 450-person technology company standardized on Okta, the core question is whether GEP SMART can federate authentication to Okta as the external IdP via SAML 2.0 or OIDC, eliminating separate GEP credentials. GEP SMART runs on Microsoft Azure and serves Fortune 500 enterprises, and GEP's own internal DevOps tooling references an 'SSO Self Service' module, confirming some SSO infrastructure exists within the platform. However, searches of GEP's public help center, product documentation, and the Okta Integration Network (OIN) …

Limitations: No publicly available GEP help article, security documentation, or OIN listing was found to confirm Okta-specific SSO support, SAML 2.0 federation steps, or SCIM-based user deprovisioning for this buyer's Okta environment. …

Requirement evaluated: Sync scope: chart of accounts, departments, classes, locations, projects, vendor master, items, and custom segments

For a $250M technology company running NetSuite as its ERP of record, GEP offers NetSuite connectivity through GEP SMART Connect (its inbuilt adapter and API layer) and, more recently, through GEP Quantum Intelligence's Agentic Integration, which uses the Model Context Protocol to auto-discover ERP capabilities and exchange data without hardcoded schemas. …

Limitations: The critical gap for this buyer is custom segments: no GEP documentation confirms that its NetSuite connector surfaces custom segments in the procurement UI for PO coding or requisition tagging. …

Requirement evaluated: Matched invoices push to NetSuite AP for payment processing (or integrate with our AP automation tool)

For a $250M NetSuite-based company eliminating manual PO creation in NetSuite, GEP SMART's procure-to-pay workflow handles the full pre-payment journey and then hands off to NetSuite AP via its integration layer. GEP SMART Connect provides inbuilt adapters and APIs that allow 'transactional documents can be shared fluidly at every stage of the source-to-pay process,' including post-matching invoice data. …

Limitations: GEP's public documentation does not detail the specific NetSuite AP object created upon handoff (e.g., whether a Vendor Bill record is written directly into the NetSuite AP queue vs. …

Requirement evaluated: Native, bidirectional integration with Oracle NetSuite (not middleware-only)

For a $250M technology company already running NetSuite as its ERP of record, GEP SMART connects to NetSuite through its GEP QUANTUM Agentic Integration layer: a GEP-built integration framework (not a third-party iPaaS like Boomi or Celigo) that uses the Model Context Protocol to let agents invoke operations such as 'create purchase order' against NetSuite without hardcoded schemas. GEP explicitly names NetSuite as a supported ERP alongside SAP, Oracle, and Dynamics 365, and markets the connection as requiring 'no middleware' with agents that 'read, write, and act' across the ERP stack. …

Limitations: The buyer should verify during a proof-of-concept whether GEP's NetSuite connector writes POs back as native NetSuite PO records (visible in NetSuite's own PO module) …

Requirement evaluated: PO status tracking: from approved through acknowledged, received, invoiced, and closed

Your ops team, which today manually creates POs in NetSuite with no downstream visibility, would be replaced by GEP SMART's Procure-to-Pay module, which tracks every PO across a defined lifecycle of discrete status stages. <cite index="11-1,11-2,11-3">GEP SMART provides complete visibility into all procure-to-pay processes, including real-time PO status; buyers can track each step including submission, approval, PO creation, supplier submission, acknowledgement, ASN, and invoice, and receipts can be created manually or flipped from orders or invoices.</cite> The acknowledgement stage is system-enforced, not a manual field: <cite index="2-5,2-6">prior to submitting a service confirmation, the …

Limitations: <cite index="28-17">Integration with NetSuite to extract invoice and payment information and deliver notifications requires configuration at implementation.</cite> GEP SMART's native coverage spans through invoice matching; final payment execution typically posts back to NetSuite as your system of record, so payment co …

Requirement evaluated: PO status tracking: from approved through acknowledged, received, invoiced, and closed

For a technology company currently tracking POs manually in NetSuite with no visibility into post-issuance status, GEP SMART's procure-to-pay module provides a full-lifecycle PO status pipeline that covers every stage the buyer requires. <cite index="1-1,1-2">Buyers can track each step: submission, approval, PO creation, supplier submission, acknowledgement, ASN, and invoice; receipts can be created manually or flipped from orders or invoices.</cite> The supplier acknowledgment stage is handled through the GEP SMART supplier portal: <cite index="18-1">suppliers can accept and acknowledge purchase orders directly through the portal, at any time and on any device.</cite> Receipt confirmation i …

Limitations: <cite index="7-4,7-5">Every order is fully visible and trackable across submission, approval, PO creation, supplier acknowledgment, ASN, and invoice in one place, and buyers no longer need to chase status updates.</cite> The documentation does not explicitly use the term "closed" as a named terminal status label, so bu …

Requirement evaluated: PO change order workflow: amendments require re-approval if they exceed original amount by more than 10% or $5,000

For a $250M technology company currently managing amendments through email and Slack, GEP SMART's P2P module provides a documented change-order workflow within its order processing layer. The platform explicitly states that 'based on the business rules that need to be applied, GEP SMART allows users to easily amend, withdraw or change purchase orders,' and that change-order processes run 'well before invoices reach accounts payable' to incorporate changes in pricing or quantity. Approval workflows are configurable by value, category, geography, and business unit, and can apply to orders specifically (not just requisitions), with serial, parallel, or pool routing and escalation rules. …

Limitations: No source confirms that GEP SMART's change-order workflow natively supports a compound dual-threshold re-approval rule (dollar delta OR percentage delta) at the PO amendment stage; this level of configuration may require professional services engagement with GEP's implementation team to encode the specific 10%/$5,000 O …

Requirement evaluated: Supplier performance scorecards: on-time delivery rate, quality issues, invoice accuracy, responsiveness

For a $250M technology company consolidating 800+ vendors and eliminating maverick spend, GEP SMART's dedicated Supplier Performance Management module delivers exactly the four KPI dimensions the buyer named. Procurement teams build configurable scorecards that capture on-time delivery rate (percentage of orders delivered by the agreed date), quality issues (defect rates and first-pass yield), invoice accuracy (invoices matched against POs and goods receipts), and responsiveness (communication effectiveness and problem resolution time); each KPI is assigned a stakeholder-agreed weight expressed as a percentage of a total score. …

Limitations: The product pages document the scorecard and KPI framework mechanism clearly, but the depth of automated data ingestion for quality-issue tracking (e.g., whether goods-receipt defect data flows automatically from NetSuite without manual entry) …

Requirement evaluated: Contract repository: store agreements, track renewal dates, alert stakeholders 90/60/30 days before expiration

For a $250M technology company currently tracking vendor agreements through email and shared drives, GEP SMART's native Contract Management module addresses this requirement end-to-end. Contracts are stored in a centralized, web-based repository with structured metadata tagging by expiration date, renewal terms, owner, and contract value, enabling free-text and filtered search across the full portfolio. …

Limitations: GEP SMART's full CLM capability is positioned within its broader source-to-pay platform; buyers who need only the contract repository and alert module should confirm whether CLM is included in their proposed tier or priced as a separate module within the GEP SMART suite. …

Requirement evaluated: Rate card management: contracted pricing loaded into the system so PO prices auto-validate against the agreement

For a $250M technology company coming from zero procurement infrastructure, GEP SMART addresses this requirement through a native 'pricebook' construct: contracted rates are loaded into the system as a list of agreed prices tied to a specific contract record, and catalog requisitions and POs reference that pricebook directly at the time of purchase creation. As documented in a production deployment, <cite index="11-4,11-5">catalog requisitions and POs reference these pricebooks, where a pricebook is defined as a list of agreed prices for items outlined in a contract.</cite> This positions price enforcement at the requisition stage, not retroactively at invoice matching. …

Limitations: The pricebook mechanism is most naturally aligned with catalog-based or service-confirmation buying flows; for the buyer's professional services and consulting day-rate categories, the strength of enforcement depends on how those services are structured as catalog line items versus free-text requisitions. …

Requirement evaluated: Complete audit trail meeting SOX-adjacent control requirements for our IPO preparation

For a $250M technology company replacing email-and-Slack approvals with a defensible IPO-ready controls environment, GEP SMART and GEP Quantum Intelligence deliver audit trail coverage across the full procure-to-pay lifecycle. The platform explicitly runs compliance-critical operations — financial transactions, three-way matching, and regulatory reporting — as deterministic, auditable workflows aligned to SOX and FCPA requirements, meaning every requisition, approval, and payment follows a fixed, recorded path rather than an AI-driven variable one. …

Limitations: GEP's publicly available documentation does not explicitly confirm a specific multi-year log retention period (SOX-adjacent compliance typically requires seven years of records), so the buyer should verify retention policy and exportable audit report formats (PDF, CSV, structured data with chain-of-custody integrity) …

Requirement evaluated: Policy engine that prevents purchasing from non-approved vendors in categories where preferred vendors exist

For a buyer struggling with 35% maverick spend and 800+ active vendors, GEP SMART addresses the non-preferred vendor problem through a layered enforcement model that operates at the requisition creation stage. The core mechanism is a Guided Buying module that actively directs requesters to preferred suppliers and pre-approved buy-pay channels when they initiate a purchase: buyers select from visual, pre-approved catalogs that are scoped by category, meaning items outside approved supplier catalogs are not surfaced by default. …

Limitations: GEP's documented mechanism is primarily guided and catalog-based: the system steers requesters toward preferred suppliers and creates friction for non-preferred selections, but the P2P documentation notes that a requester can initiate a requisition for an independent vendor (the workflow then requires approval and comp …

Requirement evaluated: Budget hierarchy: company → division → department → project → GL code

For a $250M technology company coming from no procurement system, GEP SMART does deliver real-time budget controls embedded in the procure-to-pay workflow. Requisition entries capture cost center and GL code as standard fields, and GEP's Quantum Intelligence P2P platform describes 'real-time budget checks and policy enforcement embedded in every transaction,' with AI validating each requisition 'against the controls your organization has already set, such as rules for budgets, purchasing rules, ESG, and other contractual boundaries.' GEP also documents a 'budget-to-pay' model where 'every purchase request is then tracked against the fixed budget for that control tower,' and 'if the control t …

Limitations: The specific buyer requirement of a cascading 5-level hierarchy (company → division → department → project → GL code) with parent-child rollup enforcement is not confirmed in GEP's public product documentation; the documented 'control tower' model may operate as independent budget pools per org unit rather than a fully …

Requirement evaluated: Tail spend analysis: identify high-transaction-count, low-dollar vendors for consolidation

This buyer is carrying 800+ active vendors and needs to surface the high-transaction-count, low-dollar tail for consolidation down toward a 300-vendor target. GEP SMART's dedicated Spend Analysis module directly addresses this: it aggregates transaction data from NetSuite and other source systems, then uses an AI-powered spend cube to slice vendor spend across three dimensions (business unit, supplier, category) so procurement can pivot by transaction frequency and dollar value. …

Limitations: GEP SMART's tail spend analysis is strongest when historical PO and invoice data is available for ingestion; this buyer's current state (35% no-PO spend, all approvals in email/Slack) …

Requirement evaluated: Services catalog: pre-defined service offerings from preferred vendors (e.g., standard consulting day rates)

For a $250M technology company whose indirect spend includes professional services and consulting, GEP SMART's Catalog Management with Guided Buying module supports pre-defined service offerings from preferred vendors. Internally, the platform allows catalog entries for both goods and services: procurement teams can define items with description, pricing, and unit of measure (e.g., a 'Senior Consulting Day Rate' at a fixed price per day), load them as hosted catalog items, and make them available to requestors through the guided buying interface. …

Limitations: GEP SMART's catalog documentation is more explicitly goods-centric (product descriptions, UNSPSC codes, unit-of-measure conversions, inventory quantities); the path for pure services line items relies on blanket purchase request forms or free-text service lines rather than a purpose-built 'services catalog' UI, which m …

Requirement evaluated: Segregation of duties enforcement: requester ≠ approver ≠ receiver ≠ payment processor

For a technology company moving from ad-hoc email approvals with no system enforcement, GEP SMART addresses the four-role separation requirement through its role-based access control layer embedded in the procure-to-pay module. <cite index="23-33,23-34">GEP SMART gives administrators granular control over rights and permissions for every user, allowing them to permit or restrict users from preparing or approving purchase requests, and the requisition approval hierarchy can be custom-configured to match the organization's structure.</cite> <cite index="1-12,1-13">GEP's own documentation states that the ability to both approve a payment and initiate the underlying transaction is a control fail …

Limitations: <cite index="2-1,2-2">When an approver does not respond within a stipulated time frame, the requester can resubmit the requisition after selecting a different approver,</cite> which means the delegation path relies on the requester choosing a new approver rather than an automatic system-enforced re-routing to a pre-qua …

Requirement evaluated: Simple receipt confirmation workflow: designated receiver confirms delivery with quantity, condition, and date

For your technology company's ops and warehouse staff spread across four US offices and a Canada development center, GEP SMART and GEP Quantum Intelligence provide a formal Goods Receipt (GR) workflow as the buyer-side confirmation step in their P2P module. When a delivery arrives, the designated receiver logs the GRN (Goods Received Note) in the platform, capturing quantity received, condition of goods, date of receipt, and any discrepancies against the open PO lines. …

Limitations: GEP's public product documentation describes the Receiving Agent and GRN workflow at a feature level but does not publish granular UI specs for each field (e.g., a dedicated condition dropdown vs. …