September 1, 2022

How to Process Purchase Orders with Automation?

Handling purchase orders effectively and efficiently is sure a shot way to reduce multiple stakes involved with the process. However, the dire complexity and sheer volume in today's era demand automation. Learn how purchase order automation can help you reading this article.

Purchasing managers know that streamlining your processes can reduce costs, increase efficiency and improve standards. In fact, there are many small things you can do to lessen a load of your responsibilities, as well as a few big changes you can make to optimize performance. If you want to get your team working more efficiently, it’s time to automate your purchasing process. Purchasing processes tend to be long, complicated, and expensive for businesses. 


However, by automating these processes with the help of software, you’ll be able to save time and money while also reducing risk and increasing accuracy. This blog post will walk through exactly how you can automate the purchase order process in your organization - step by step and end-to-end - so that it's as fast and simple as possible.


What is a Purchase Order Automation Platform?

A purchase order automation platform is a software solution that enables an organization to create and manage orders from a single source of data. An automated software solution is implemented to enable a single team member to review multiple types of orders, from start to finish. The central processing unit (CPU) of the software solution runs an engine that queues orders and sends them to the right location based on customer demand. The software solution also manages inventory and provides a customer identity and access control solution. 



Why Is Purchasing Automated?

Manufacturers have worldwide operations that reach into every part of the world. In these operations, errors are frequent and interruptions are frequent. According to the Work Market 2020 report, menial task automation might save your employees up to 240 hours per year. The best way to handle them is to have a quick, centralized process for allocating resources. The centralized system can help you avoid the interruptions and errors that occur in the remote regions. The centralized process also helps you capture the full value of your purchased products. The centralized system automates the order fulfillment process. It places the order in a virtual paper wallet that you can grab and go. The virtual wallet acts as a tracking system, eliminating the need to go to the center location and look through pages to find the products you’ve ordered.


Benefits of Purchase Order Automation

Companies can now place orders more quickly. That can make a world of difference for their bottom line, and it’s especially important for the shipping industry. More and more customers are opting to place their orders online, and they’re also opting to do so with online payment systems. This increase in online transactions has created an opportunity for companies to gain a competitive advantage. With more customers using online transactions, companies can now benefit from reduced financial loss and higher average selling prices. This can help to address the growing customer acquisition costs (COAC) issue. In addition, the automation of purchase orders can help reduce the amount of documentation that must be provided for each transaction. This can allow for more precision in the selection of the products to be purchased, and for a better price quote.


The central processing unit (CPU) of a purchase order automation platform runs an engine that queues orders and sends them to the right location based on customer demand. This helps the company grow its customer base and expand its supply chain for premium products. The centralized data source for the platform allows the company to see the progress of every single order. This allows the company to understand its backlog and identify areas for improvement. This also eliminates the need for manual interactions between team members.


How to Process Purchase Orders with Automation?


The automated purchase order process is underutilized by more than half of all Chief Procurement Officers. This is a major problem. There are many disadvantages to manual purchasing methods, including their slowness and clumsiness, as well as their proneness to errors. It can result in procurement delays, bad vendor relationships, and higher costs.


Purchase order process automation assists in addressing these manual processing difficulties. Purchase order automation can make your purchasing procedures faster and more efficient. Using purchase order workflow software to automate your PO process has numerous advantages, including faster processing, improved supplier relationships, and cost savings. Here's a fast method to automate your purchase order procedure.



Select a Platform and Build your Foundation

When purchasing a new platform to help automate your purchasing process, make sure it has a strong foundation. The foundation of a software application refers to its architecture, its components, and how they interact with each other. As a purchasing manager or business owner, you want to make sure you’re making a smart investment. If you’re deciding among a few different platforms, make sure their foundations align with your organizational needs. A good platform should be scalable, flexible, extensible, and robust. First, assess how scalable your organization is. How many employees do you have? What is the average transaction volume? Do you foresee any changes in volume, number of users or other factors that would impact scalability? Next, examine how flexible your potential software is. Can you add new features, modify existing ones or change the way certain features work? This will allow you to further customize your software and make it work for your organization. Finally, check out the robustness of the software. If an issue happens, will it cause the entire system to crash, or is there fallback mechanisms in place to keep the wheel turning?


Automate Receiving and Inventory Management

A purchase order is a document that you send to your suppliers indicating the items and quantities you want to purchase. Before you place your order, you need to create a purchase order. This is your chance to describe the items and quantities you’re ordering and any special instructions you have. Once you’ve created the purchase order, you need to send it to your supplier. At this point, your procurement team will take over the rest of the process. They’ll review your PO and make sure it’s accurate before sending it to your suppliers. They’ll also make sure you’re ordering the right quantities, items and quantities to create the right items in your inventory. Once your suppliers receive your purchase orders, they’ll receive them electronically. This will eliminate the paper trail and make the entire process much more efficient.


Automate Order Fulfillment

Once you receive your purchase orders from vendors, you’ll have everything you need to complete the orders. A purchase order management system will allow you to track all of your items, orders, and shipments in one place. By doing so, you’ll be able to see everything in one place, including purchase orders, purchase order details, items, inventory, and more. Once you receive your items, you can scan them to create items in your inventory. From there, a purchase order management system will let you know when those items are used. One thing to keep in mind when automating order fulfillment is that you should have an item-level inventory system. This will allow you to track each item and its quantity inside your inventory. The item-level inventory system can be a part of your purchase order management system.


Automate Invoice Processing and Accounts Payable

After you’ve received your invoices, you’ll have a chance to review them and make any necessary adjustments. While reviewing the invoice, you’ll want to make sure you’re paying the right amount, to the right person, for the right products. Once you’ve verified the invoice, you can create a purchase order to pay the invoice. From there, a purchase order management system can help you automate invoice processing and accounts payable. You’ll be able to link the two systems, so that when you create an invoice payment order, it’ll automatically mark the invoice as paid. The combination of these two systems will save you a ton of time and energy, and it will also help you avoid making costly mistakes.


Automate the PDF Documents

Purchase order processes sometimes require PDFs to be generated. It is common to request custom PDFs for vendor records. For easier record-keeping, you might also consider saving PDFs to Google Sheets. Your process can generate PDF documents or you can upload your own templates. In addition to being able to manually edit PDFs, these documents are designed to automatically extract pertinent data into the forms to speed up data entry. Automatic calculations will reduce errors and accelerate the completion process. Electronic signatures are completely allowed in dynamic PDFs, making approvals easier.



The VisionERA IDP platform includes tools for processing, retrieving, and validating massive amounts of unstructured data. To achieve this, it uses Artificial Intelligence (AI), Machine Learning (ML), Natural Language Processing (NLP), and Computer Vision technologies. It also makes use of the human-AI alliance, which means you won't have to do anything to process, and the results will be accurate and easy to export in the format of your choice.

Purchasing managers have a lot on their plates, from managing vendors and suppliers to keeping their employees happy. Purchasing processes tend to be long, complicated, and expensive for businesses, which isn't surprising given the high volume of goods and services purchased by businesses every day. With the help of VisionERA IDP, you can automate these processes, saving time and money while also reducing risk and increasing accuracy. Additionally, you can automate end-to-end the purchase order process in your organization so that it's as quick and easy as possible.

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