Do you wonder how to get rid of those manual and cumbersome Purchase Order processing through the spreadsheets? Mostly, the manual operations are vulnerable to errors on part of the employee. It can cost a company its reputation and may land it into legal issues in extreme cases.
To be precise, an enterprise must take steps towards making its records flawless and accurate. After all, they act as a mirror for their net purchases, profits, and sales over time. Also, the proper maintenance of POs is helpful in maintaining the viability of the business. For your better understanding, below we have elaborated -
- How does the PO process work?
- What are its pain points?
- A solution to pain points.
Let’s dive in!
Purchase Order Process Simplified
The purchase order process is the whole work link which begins from putting an order on the website. Later, it moves through the approval, dispatch, delivery, invoicing, and closure. Interestingly, the PO process also involves the quality check-ups of the products, assessing contracts, and gathering valuable feedback from the customers.
After a PO gets accepted by the vendor, it takes the shape of a legal contract where the vendor gives consent to dispatch the required material. An online processed PO involves the details of the item, its cost, dispatch details, and the estimated delivery time.
Pain Points Involved In Manual Processing
Putting it simply, POs operated manually are time-consuming, costly, and cumbersome to maintain. A single PO process requires examining a cluster of documents for completing the whole process. Moreover, it is extremely tedious to acquire, store, and send the documents through the approval loop while maintaining integrity. Surprisingly, it can cost hundreds of dollars to organizations. Several pain points of manual processing are:
- Spikes organizational expense - Proves to be costlier than the automated process.
- Lacks transparency - A proper record and analysis not available
- Dependent on human intervention - Leads to faulty entries and omissions
- Prone to manual errors - Improper process records maintained by employees
- Involves an endless loop of emails and people - It results due to faulty entries into the spreadsheets resulting in a confrontation with the customers.
- Drags PO processing cycle - Makes the whole process cumbersome and time-consuming.
Solution Lies With The PO Software
The PO generation software helps you to create purchase orders and send them to the dropship suppliers in an efficient manner. Making it precise, software linking helps to create an inventory of POs, send orders, and tracks them throughout the process. Also, it helps in minimizing the loopholes produced during the manual PO processing.
The whole process goes this way:
- Customer places their orders through your website
- Order processes from your e-commerce shopping cart to the software
- From the software dashboard, you can quickly send POs to dropship suppliers
- Your customized PO is received and verified
- The products are shipped directly to the customers
Final Takeaways
All in all, maintaining POs accurately is essential for a company. They need precision and accuracy to evaluate business performance. On the contrary, manual PO processing is prone to errors and lacks transparency. To deal with it, bigcommerce purchase order software is available for companies that require bulk PO processing. It helps to provide accuracy to the records and helps to track them as well. Therefore, it is of foremost importance for businesses to acquire the software and keep their records safe, permanent, and accurate.
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