Optimizing Procurement With SAP Ariba Buying for a Global Sports Equipment Manufacturer

Discover how one of the most prominent European-based sports equipment manufacturers partnered with LeverX to bring clarity and consistency to procurement across numerous regional entities and thousands of users.

Project at a Glance

• 10+ legal entities unified under a single SAP Ariba Buying system across Europe and the US
• Thousands of users enabled through SAP Ariba Guided Buying for streamlined purchasing
• <10 months to go-live from optimization kickoff to full rollout
• Support through mid-2025, with continuous enhancements based on user feedback
• Chosen via tender for expertise, delivery quality, and competitive pricing

Project Background & Objectives

A leading producer of sportswear and equipment had been using SAP Ariba Buying since 2018. By 2022, they were ready to take the next step. The system served them well, but over time it accumulated usability issues, process inefficiencies, and fragmented user experiences across regions. End users reported challenges with requisition flows, catalog complexity, and inconsistent approval structures, especially for non-procurement staff using Guided Buying. 

Rather than migrate to another solution, the company chose to optimize and extend what was already in place. They reached out to our team with a clear vision: improve what’s already working and make the system more intuitive, unified, and aligned with how their people really work.

From the start, this wasn’t just a tech upgrade. It was a strategic transformation — one that their newly formed Indirect Procurement Team made a cornerstone of their broader mission. Together, we launched a multi-phase journey that touched everything from interface design to process alignment, all with a sharp focus on usability and measurable value.

Here’s where we focused our efforts:

• Rebuilding and modernizing the SAP Ariba Buying interface
• Simplifying procurement categories and accounting structures
• Making the experience more intuitive for global teams
• Standardizing procurement processes across regions

This initiative directly supported one of the client’s strategic priorities: to optimize procurement tools that deliver lasting, tangible impact.

How a Strategic Partnership Unfolded

• The client selected us through a 2022 tender, drawn by our competitive offer, strong regional experience, and a proven track record with another company.
• The project officially launched in January 2023 as a phased transformation, which was scheduled to run through mid-2025.
• The phased structure ensured measurable progress, risk mitigation, and flexibility to adapt to evolving organizational priorities.

Insights Into the Transformation Phases

Phase 1

The journey began in January 2023 with a comprehensive optimization of the existing SAP Ariba Buying system. After several years in use, the system had accumulated usability and process issues that were slowing down daily operations. LeverX worked closely with the client to identify the most pressing pain points, gather input from end users and stakeholders, and define a tailored optimization scope. The focus was on simplifying requisition flows, improving catalog structures, modernizing the user interface, and making the platform more intuitive for everyday users across departments. After rigorous testing, the optimized setup was activated in the production environment by October 2023.

Phase 2

With the newly refined system in place, attention shifted to scaling it. From August 2023 through January 2024, the improved SAP Ariba Buying solution was rolled out to 10+ additional entities across Europe and the United States. This phase required careful localization to accommodate varying operational and compliance needs, while preserving the standardized procurement model introduced during optimization.

Phase 3

LeverX has been providing long-term support to the client since October 2023. This phase focuses on maintaining system stability, resolving operational issues, and implementing continuous improvements based on user feedback. Close collaboration with the client’s team, particularly their active role in issue resolution and supplier enablement, played a key part in the effectiveness of this stage. With clearly defined responsibilities on both sides, the support program will continue through June 2025, ensuring stable, efficient procurement operations aligned with the client’s strategic objectives.

Implementation Approach

Team and expertise

The core optimization team included a project manager, senior and mid-level SAP Ariba Procurement and Integration consultants, and a dedicated specialist for organizational change management. Each project phase was guided by experts with 6+ years of hands-on experience in SAP Ariba procurement and integration. The rollout and support stages were managed by experienced support consultants familiar with the client’s procurement landscape. 

Adaptability across diverse regions

One of the key complexities in the project was adapting the solution for different regional companies within the client’s group, each with unique operational requirements and compliance considerations. Ensuring timely data collection and agreement alignment across regions required careful coordination and flexible execution.

Change management and training

The project benefited from LeverX’s structured change management methodology, ensuring readiness at go-live and long-term system engagement. To promote high adoption rates, LeverX supported the client with training and user acceptance testing, particularly during the rollout phase. Special focus was placed on non-procurement users, for whom SAP Ariba Guided Buying was the primary interface.

Technical Stack

• SAP Ariba Buying
• SAP Ariba Commerce Automation (Business Network)
• SAP Ariba Cloud Integration Gateway (CIG)
• SAP ECC
• SAP S/4HANA Private Cloud

Key Procurement Capabilities Delivered

At the core of the client’s optimized procurement operations lies a scalable, user-friendly solution designed to support high-volume activity across multiple business units, while ensuring consistency, control, and usability.

Smarter catalog management: A restructured supplier catalog enables faster, more intuitive product discovery, reducing order errors and improving buyer confidence.

Frictionless requisitioning: Simplified workflows and an intuitive interface make it easy for non-procurement staff to create requisitions, reducing reliance on support and shortening purchase cycles.

Streamlined approvals with built-in flexibility: Dynamic approval chains tailored to the client’s policies allow for quicker routing and exception handling to support compliance without slowing the process.

Automated purchase order generation: Once approved, purchase orders are generated and sent to suppliers automatically, helping reduce manual input, errors, and delays.

On-site alignment with goods receipt tracking: Enhanced receipt processes ensure faster matching, better inventory visibility, and reduced invoice exceptions.

Faster, more accurate invoicing: Through SAP Business Network integration, supplier invoices are transmitted and processed electronically, minimizing paperwork and accelerating payment cycles.

Real-time insights for finance and procurement leaders: Built-in reporting tools provide up-to-date metrics on spend, supplier performance, and compliance, helping leaders make more informed, data-driven decisions.

Empowered everyday users through Guided Buying: The SAP Ariba Guided Buying experience makes everyday purchasing simple and intuitive, freeing up procurement teams to focus on strategy rather than support.

Procurement Results at Scale

Our collaboration with the client went far beyond system updates —  it enabled more innovative procurement to deliver lasting impact across the enterprise.

• Faster, more autonomous purchasing for thousands of users
  By tailoring SAP Ariba Guided Buying to everyday employees, the solution reduced procurement bottlenecks and freed up time for value-added work, while improving compliance and policy adherence behind the scenes.
• A scalable foundation for global procurement operations
  The streamlined system was successfully deployed across 10+ business units in Europe and the US, accommodating regional nuances without fragmenting the process. The client now operates with a unified, scalable procurement model that’s easier to manage, audit, and expand.
• Increased control, accountability, and visibility
  With standardized approval flows and real-time tracking, finance and category teams gained tighter control over budgets and purchasing behavior, minimizing rogue spend and improving data-driven decision-making.
• Reduced operational risk through continuous support
  Ongoing support from LeverX ensures system reliability and responsiveness to evolving business needs, allowing the client to avoid disruptions and stay focused on their strategic goals.
• High adoption driven by targeted change management
  A strong focus on training and user engagement, especially for non-technical staff, meant smoother onboarding, fewer support tickets, and faster time to value across teams.
• Strategic alignment with enterprise goals
  The project became a cornerstone of the company’s indirect procurement strategy, proving that digital transformation can be both user-friendly and business-critical when backed by the right partner.

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