November 23rd, 2018 • Procurement Process • purchase order
Paper-based purchase orders do more harm than help. What businesses don’t realize is that stacking up purchase order forms, filling them out, and waiting weeks or even months to get an approval, only to send it through fax or FedEx, just compounds the cost. Sticking to manual methods will ultimately deplete the resources that could be spent on organizational growth.
Without any obvious signs, growing loads of purchase order forms can make organizations waste money and time on unneeded purchases and storage space. And, let’s not forget the security risks and compliance issues that spike up when you rely too much on manual POs.
Becoming a paperless, digital company is a pipe dream for several organizations. But it doesn’t have to stay that way. Today, shifting to a paper-free environment is as easy as installing a mobile app. Unlike legacy ERP systems, online purchase order software is now readily available to businesses of all sizes keeping the transition as smooth as possible.
With the right tool, a business user who has no coding skills can create a purchase order online in less than 15 minutes.
Online purchase orders are digital forms that outline the purchasing terms and conditions that are agreed upon by both the vendor and the buyer. Organizations can either convert a purchase requisition into a PO or create a purchase order online directly. With an online purchase order, organizations can cut administrative costs, shorten the purchase order cycle, and minimize human error.
While digital purchase order forms simplify the process considerably, they don’t automate a purchase order process end-to-end. It may still require a substantial amount of manual intervention to keep the wheels turning.
But, if you choose to make a purchase order online with a purchase order automation tool like KiSSFLOW, purchase orders will flow from one decision point to another seamlessly. A good online purchase order system will decrease PO handling time and eliminate data silos.
Here’s how you can create a purchase order online in 15 minutes using KiSSFLOW.
A perfect application can be easy to use and customize. KiSSFLOW’s pre-built purchase order app is created based on industry-wide best practices. Organizations can either install the app and customize it, or build a new purchase order template from the ground up.
Using our delightfully simple visual form building tool, organizations can customize data fields, tweak workflows, define approval tasks, set permissions, assign exceptions, and more to create a purchase order app that fits around their unique procurement process like a glove.
Once digital forms and workflows are defined clearly, it is time to establish collaboration and enhance accountability in the process. Share the app with all stakeholders and obtain their feedback. In case of process or functionality related issue, make necessary changes to the app before it goes live.
You can connect KiSSFLOW with other procurement tools like an account payable solution, invoice processing software, accounting system, or others through API integration. Mobile-friendly nature of KiSSFLOW allows stakeholders to create, access, and approve online purchase orders around the clock, on any device.
After launching the app, organizations can monitor the effectiveness of the process and app by gleaning real-time insights from the interactive dashboard and inbuilt reporting module. Available data can be converted into actionable visual insights quickly and accurately to improve decision making.
An online purchase order software that is worth its salt must have these seven features:
Use dynamic workflows and conditional tasks to create a unique decision-making process
Tweak existing data fields in the purchase order form to capture necessary purchasing information
Store, access, and approve online purchase orders seamlessly with cloud-based storage
Keep confidential purchasing information secure with user-specific, conditional permissions
Keep stakeholders up-to-date about the status of a purchase order with instant notifications
Perform two- or three-way auto PO matching with related invoices and requisitions easily
Spot process bottlenecks and delays using actionable insights obtained from visual-rich reports
Organizations can reap innumerable benefits by using online purchase orders. Here are five benefits of moving to an online purchase order system.
Online purchase orders are:
Audit trails and conditional visibility ensure accurate processing of purchase orders
360° visibility keeps a PO visible throughout the process, ensuring process transparency
Online purchase orders eliminate the administrative overhead associated with paper forms
Based on their business needs, organizations can scale up or down an online PO system
Rule-based processing make sure that online POs stay consistent and policy compliant
Creating a paperless purchase order system has been on the business agenda for quite some time. What was once just a faraway dream, is now an everyday reality with cost-effective purchase order automation tools like KiSSFLOW. An online purchase order help organizations meet the new demands of today’s competitive business world and drive growth.
KiSSFLOW gives users the flexibility to create a paperless purchase order system, customize functionalities, and deploy it without any coding. It negates the need for paper-based purchase order forms that are cost and labor intensive, unreliable, inefficient, and insecure. KiSSFLOW allows organizations to improve productivity and efficiency through purchase order automation.
Planning to make purchase orders online? Start out right with the right online purchase order automation software, KiSSFLOW. Take a look at KiSSFLOW and see how online purchase orders can speed up the purchase order process.
(annual billing only)
(annual billing only)
*Enterprise pricing is based on expected transaction volume and maximum number of users