Firstly, purchase order is one of the processes which significantly (although more or less frequently) affect practically all company staff. It is natural then that streamlining this process will noticeably increase the quality of staff support, as well as reduce time spent by employees on administrative tasks, which often turns out more important from the company’s perspective.
Secondly, correct implementation of the purchase order workflow brings clear financial benefits in the form of better control over company expenditures and improved quality of the assignment of ordered goods. If the description of an invoice you receive from a supplier is problematic, the problem is automatically solved because the purchase order creation stage imposes the need for correct invoice description.
Thirdly, eliminating physical paper documents from the purchase order process does not only save paper and reduce print costs, but also saves the time normally spent on collecting signatures. What is more, thanks to the web interface and specially designed emails that are available also from the level of mobile devices, decision-maker’s absence in the workplace does not need to delay the approval process.
Finally, thanks to mechanisms controlling the time of internal purchase order completion you can monitor process quality and consistently eliminate bottlenecks. It is particularly important when the ordered goods are connected with services that are to be provided to an external customer and have strictly set deadlines.
- purchase order registration by end user
- approval by user’s immediate supervisor
- approval by administrative department, a proxy or the Board, depending on the authorizations connected with limit amounts
- moving the order to the purchase department or another internal department, or moving it directly to the supplier, depending on purchase category
- monitoring the process, including sending automatic alerts to the person assigned to it, and/or sending an automatic email to the supplier asking them to check the process status
- providing the recipient with the object of purchase order and confirming it with a suitable reception protocol (if applicable); the protocol is automatically printed from the system and, once signed, it is scanned and attached to the completed purchase order application
This pattern can be freely developed and modified at the stage of system implementation and maintenance.
- possibility to model any approval workflow, including a conditional multi-level flow taking into account purchase order parameters (e.g. limit amounts, categories, etc.) or properties of a purchase order-submitting party
- effective change management, including efficient support of temporary replacements and possibility to delegate tasks
- possibility to modify the existing flow in case of changes in business practices, including modifications made by the IT department on the client’s side
- full monitoring of registered and processed purchase orders, including the history of approvals and implemented changes
- reporting of the processes, including identification of bottlenecks (steps and persons restraining the approval process)
- integration with company IT systems in order to use their dictionaries (e.g. ERP dictionary of external suppliers) and for example record approved purchase orders in the ERP system
- handling large volumes of data and large numbers of employees
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