You can use a Purchase Order Process to better control purchasing of products and services from external suppliers.
Transforming this process into a digital will maintain greater control over the entire purchasing process.
Transforming a purchase order process into a digital system will consequently open for you several opportunities to introduce efficiency.
Using spreadsheets for PO management can cause errors
When you or your team rely on manual tasks like email and spreadsheets.
It consequently increases the risk of lack of visibility and error-prone results.
And as a result compliance and efficiency will suffer.
Digital Purchase Order Benefits
A digital PO process will not only save you time, but also help you structure the purchasing process.
The key benefits are:
- Improved compliance
- Easy to track and match invoices / PO Number
- Clear insights to approvals and bottlenecks
Multi Approvals Based on Limits
You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers.
Purchase order process starts with a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.
Automated Reminders Keep Approvals Flowing
PO Approvers receive a notification and approve or deny based on the criteria provided.
Scheduled reminders notify approvers of when they need to approve or reject automatically.
Above all they can do this from anywhere using an intuitive interface.
In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received.
When you approve a purchase request, the supplier can be notified automatically if you choose to.
Keep PO PDF and any related documents centrally available from a process.
Your supplier will be able to upload their invoice and any other documents linked with the PO process.
Your team will then have available a single view of a supplier,.
As a result, you will be able to view expenditure by account easily.
PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more.
Because files are stored centrally within the process it makes it easy to find them when needed.
Once approval is complete your finance team receives notifications and reminders proceed with the payment.
Automated PO PDF Generation
This process focuses on the approval and PO PDF generation.
Vendors and internal users are guaranteed to receive always a PO pdf that looks consistent and matches company branding.
You can fully customise the look of the PO PDF at any time.
Unique PO number is generated per request and is customisable.
This can follow advanced rules for generating PO numbers.
The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.
For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.
Don’t forget to explore the Kianda Process Apps when you sign up and check out all other apps designed to help you get started.
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