- by eSellerHub
Purchase order automation uses electronic purchase requisition and purchase order forms and routing to streamline the entire process. This blog brings an understanding of all the challenges that occur in a place where the manual purchase order process is in function and how purchase order automation can help to overcome them.
Rather than relying on a human-driven manual process, you rely on a reliable system that automates every step. In short, purchase order automation helps you crack all the pitfalls you are likely to encounter in a manual process.
Here we have nine of the best reasons companies go with purchase order automation for their processes.
Purchase orders that are created manually can lead to errors due to many reasons. The handwriting may not be legible, and it can be easily misinterpreted. Sometimes one may leave the fields blank accidentally. Mistakes could lead to unnecessary back and forth trips that result in a waste of time. Automation can eliminate illegible text or missing information with automated purchase orders.
Save Time and Money
Purchase order automation permits your vendor’s list and information to be stored in a single place. Wasting time searching for the information from forms or sifting through various documents can be avoided. No more mailing or faxing is required. Orders can be sent immediately, and then send order record is saved automatically. Also, the automated system lets your staff focus on other essential tasks as much time is saved. You also get to save more money. APQC’s Study found that manual purchase orders cost as much as $506.52 per purchase order for several companies. That number can be significantly reduced by automation.
Filing cabinets occupied with essential papers and emails are never a secure place for confidential information storage. Automated systems can safely keep all records and be accessible to only those with viewing permissions. Instead of using passwords, one can opt to integrate with your present authentication and approval systems.
Cut down Waste
Companies generate way more paper waste than any other industry. You’ll considerably cut down the amount of paper your company uses when purchasing orders transform from paper to digital. Using limited paper or going ultimately paperless saves you money, environment-friendly, and develops your brand image as an eco-friendly and green company.
Save more Space
You can dispose of your space-occupying filing cabinets filled with purchase order copies. The software’s repository holds all your purchase order information safely. You can store your data in an external database, either on your company cloud storage or elsewhere. With several digital backups in place, you finally get to de-clutter your valuable workspace from filing cabinets.
Time management is a precious aspect for most growing companies. It always seems like fewer hours in hand to get the entire job done. Moreover, manually processing POs is very time-consuming and is an important barrier to growth. Your team could spend that time on other important tasks like planning and execution.
Automation gives more insights into where your money is being expended quickly. Accordingly, you can equate each department’s expenditure and find out whether the vendor relationships are profitable. Performing a simple search through the documents can reveal the pending orders, order status, and any due payments.
You can set any rules that you find necessary when you start using your purchase automation software. You can decide on which team members are permitted to request products and who will be given the authority to approve those requests. The software will make sure that your set rules are followed, thus leaving you stress-free.
Minus the Guesswork
Purchase order automation software can be set comprehensively as per the need. Purchases can be limited to specific thresholds or particular item numbers. The software can enable some employees to have higher spending limits than others. Decision-making can be faster with actual facts and values, thus avoiding any sort of miscommunications that bring about overspending.
Wrapping it Up
Automating your purchase order forms lets you get free from all the additional steps in the processes that unnecessarily weigh you down. It is your chance to bring about a change in your organization by reducing the printing, tracking down lost POs, data entry, or sifting through boundless email threads.
Purchase order automation tool can automate the entire paperwork for higher profits, lower errors, and an altogether more significant ROI for the whole process. To get started, try eSellerhub today and see how effortlessly you can automate your purchase order processing, linking with our best inventory management software for more enhanced results and hundreds of other operations tasks seamlessly.