Purchase Order Management | Manage POs Better with KiSSFLOW

Purchase Order Management – Streamline with KiSSFLOW in 15 Minutes

Shivasankari Bhuvaneswaran

September 17th, 2018 Procurement Process   purchase order  

Purchase Order Management

Organizations waste way too much money and time pushing paper to process purchase orders. Retrieving meaningful insights is practically impossible because of the paper-driven process and disparate data blocks.

Conventional paper-based purchase orders end up complicating the procurement process. In a recent study by APQC suggested that depending on the industry, manual purchase orders processing can cost as much as $506.52 per PO (Source:SupplyChainDigest).

The true reason behind these inefficiencies? The process has remained unchanged for the past several decades despite the evolution of the business environment. It’s about time organizations move from their outdated purchase order process to a digital and modern approach.

Companies may or may not require a complete procurement system, but may certainly require a purchase order management system.

How to Manage Your Purchase Orders with KiSSFLOW?

Purchase Order Management Process

Initiate PO:

Once a purchase request is approved, it is converted to a purchase order by the purchasing team and an approval process is initiated.

Approval Cycle:

In the approval phase, the purchase order is matched with the purchase request. Budget and document checks are performed.

Dispatch POs:

After the approval of purchase orders, they are dispatched and forwarded to the vendor, provided vendor selection is already taken care of.

Run 3-way Matching:

After receiving the shipment and the invoice, the purchaser performs a three-way matching to verify data consistency across documents (purchase request, PO, and invoice).

Close PO:

Once the purchase order is used for invoice approval and no discrepancies are found in the invoice, the purchase order is closed.

After closing a purchase order, the usual procurement process cycle follows.

Streamline Your Procurement Process With Kissflow

Automate Your Purchase Order Management Process with KiSSFLOW in 15 Minutes

1. Install the Purchase Order App

Install the purchase order app from the list of 48+ pre-built workflow apps or create your own customized purchase order template.

Install the Purchase Order App

2. Customize the App

Customize the purchase order process as per your organization’s needs with easy, drag-and-drop forms and advanced KiSSFLOW features. Add formulas, conditions, exceptions, etc.

Customize PO App

3. Implement the Purchase Order Process

Define the workflows, set permissions, make the apps live and get rid of papers, emails and sheets to manage your purchase orders.

Implement Purchase Order Process

4. Track Progress

View the status of every purchase order and quickly spot bottlenecks. Make real-time changes to create a seamless experience.

Real-time PO tracking

5. Improve the Process

Use analytics, reports, and metrics to find new ways to make your PO faster, more accurate, and easier to use.

Improve the PO process

Streamline Your Procurement Process With Kissflow

Benefits of Automating Purchase Order Management

Purchase order automation will help organizations save a significant amount of time, effort, and resources. Although the cost per purchase order varies with industry, automation can decrease the processing cost and time by up to 75% per invoice.

An online purchase order system doesn’t just speed up the process and boost productivity, it also optimizes an organization’s spend culture.

A robust purchase order management software:

  • Eliminates paperwork
  • Speeds up process
  • Reduces human dependency
  • Decreases administrative work
  • Keeps the process transparent
  • Ensures consistency and accuracy

Automating purchase order management might have earlier taken months or years, but cloud-based workflow automation tools make the process a breeze. You can automate purchase order management in less than an hour with KiSSFLOW’s online purchase order software.

Think Automation. Think KiSSFLOW.

Moving your purchase order management process to a cloud-based workflow automation solution will make the process cost-effective and efficient. User-friendly purchase order automation solutions like KiSSFLOW can help businesses create a future-ready purchase order process. The digital forms in KiSSFLOW eliminate the need for paper forms.

In KiSSFLOW, automated notifications remove the need to keep track of the purchase orders manually. Customizable workflows reduce manual intervention in the process. The cloud documentation feature makes document storage, retrieval, and access effortless. Seamless API integration enables easy information interchange with other procurement software.

Still on the lookout for a purchase order management software that helps you take back control of your purchase orders? Take a look at KiSSFLOW, and see how easy it is to manage your purchase orders.

Streamline Your Procurement Process With Kissflow