How Ukrtransnafta unified procurement management across 260 users and integrated it with SAP at enterprise scale

About the client

Ukrtransnafta is the Ukrainian state enterprise responsible for the operation and maintenance of the country’s main oil pipeline network. As a national critical infrastructure operator, the company manages procurement across a large and geographically distributed organization, spanning technical maintenance, construction works, equipment, and operational supplies across multiple regional divisions.

With 260 procurement and operations users and an established SAP ERP environment, Ukrtransnafta required a procurement management solution capable of operating at enterprise scale, fully integrated with existing financial and operational systems, and compliant with Ukrainian public procurement law.

Challenge

At the scale of Ukrtransnafta’s operations, the absence of a unified procurement system had compounding consequences. Procurement activity spread across numerous departments and regional units was difficult to consolidate, monitor, or control from the center. Meanwhile, the existing SAP environment managed financial and operational data independently of procurement workflows, creating duplication, reconciliation overhead, and gaps in cross-system visibility.

This led to several issues:

• No unified procurement platform across 260 users spanning central and regional divisions
• Annual procurement plans and budget commitments are managed in isolation from SAP financial data
• Purchase requests processed without standardized routing or approval controls, particularly across regions
• Tender procedures executed without a consolidated platform, limiting management oversight of selection outcomes
• Contract and order data are maintained separately from SAP, requiring manual reconciliation between systems
• Reporting across procurement stages is assembled manually, creating delays and accuracy risks in management information

Key project objectives included:

• Deploying a unified procurement management system scaled to 260 users across central and regional operations
• Integrating the procurement platform with the existing SAP ERP environment to eliminate duplication and enable cross-system data flows
• Automating annual procurement planning with budget control linked to SAP financial data
• Standardizing purchase request and approval workflows across all divisions and user roles
• Enabling compliant tender execution with Prozorro integration for public procurement requirements
• Delivering consolidated procurement analytics accessible across the organization

Solution

APSentra deployed a full-cycle enterprise procurement management system, configured for Ukrtransnafta’s organizational scale and integrated with the company’s SAP ERP environment. The implementation covered all stages from annual planning to order fulfillment, with data flowing automatically between APSentra and SAP, eliminating the need for manual reconciliation between systems.

Key capabilities delivered:

• SAP integration — bidirectional data exchange between APSentra and SAP, covering budget data, purchase orders, contract information, and goods receipt confirmations; eliminating duplicate data entry and ensuring consistency across systems
• Procurement Plan module — annual plan creation and maintenance with real-time budget control, drawing on SAP financial data to validate commitments before requests are approved
• Request module — structured collection and multi-level approval of purchase requests across all 260 users, with routing configured to reflect the organizational hierarchy of central and regional divisions
• Tender Prozorro module — automated tender preparation, execution, and results management within the platform, with direct Prozorro integration for public procurement compliance
• Contract module — digital contract creation, approval, and lifecycle management with suppliers, using templates generated from completed tender procedures and synchronized with SAP
• Order module — electronic order placement, delivery tracking, and goods receipt confirmation, with receipt data passed automatically to SAP
• Analytics module — consolidated reporting across all procurement stages, available to central and regional management without manual data aggregation

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Results

Enterprise-scale procurement under unified control

For the first time, all 260 procurement and operations users across Ukrtransnafta’s central and regional divisions operate within a single procurement system. Processes that previously varied by division are now standardized and consistently enforced across the entire organization.

SAP integration eliminates system duplication

Bidirectional data exchange between APSentra and SAP has removed the manual reconciliation that previously consumed significant time and introduced accuracy risk. Budget data, purchase orders, contracts, and receipt confirmations flow automatically between systems, keeping financial and procurement records in permanent alignment.

Budget control across the full organization

Budget validation is now applied at the purchase request stage across all divisions, drawing on live SAP financial data. Procurement commitments cannot proceed without verified budget availability, enforcing financial discipline at the point where it has the greatest impact.

Standardized workflows across regions

Multi-level approval routing configured to reflect Ukrtransnafta’s organizational structure ensures that purchase requests, tenders, and contracts follow consistent, documented procedures regardless of which division initiates them. Regional variation in process quality has been structurally eliminated.

Consolidated analytics without manual effort

Management across central and regional levels now has access to real-time procurement analytics, covering plan utilization, request volumes, tender outcomes, contract status, and order fulfillment, generated automatically from the system rather than assembled by hand.

Business impact

Procurement at Ukrtransnafta evolved from a fragmented, multi-system operation into a unified, integrated, and fully controlled function, operating at enterprise scale across one of Ukraine’s most critical infrastructure networks.

• 260 users across central and regional divisions now operate within a single, consistent procurement process, with no variation in controls or approval standards between locations
• SAP integration has eliminated duplicate data entry and cross-system reconciliation, reducing administrative overhead and improving the accuracy of financial and procurement records
• Budget discipline is enforced automatically at the request stage, using live financial data from SAP, making unplanned or unauthorized spending structurally difficult
• Public procurement compliance is managed within the platform, with Prozorro integration ensuring consistent and timely publication of tender procedures
• Leadership has organization-wide procurement visibility in real time, enabling faster decisions and more effective oversight of a geographically distributed operation