Optimizing Purchase Order Tracking and Efficacy

Dec 11, 2021 | Basic 101: Introduction to procurement

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Dec 11, 20213 min read

Tracking purchase orders is essential for successful supply chain management. Proactively tracking orders can help minimize potential issues, manage stock levels, and reduce discrepancies between purchase orders and invoices. Having an effective system in place, such as using AI and ML or an Excel spreadsheet, and regularly monitoring updates can lead to improved delivery times and increased efficiency.

Making sure that purchase orders are tracked and updated regularly is essential for businesses that manage supply chains, especially those that handle large volumes of orders. Keeping up to date on the status of purchase orders helps to ensure on-time delivery, reduce errors in the supply chain, and ensure accurate invoicing. In this article, we'll explore the benefits of proactive purchase order tracking, strategies for staying on top of purchase order status, setting up an effective system for following purchase order updates, ensuring accuracy in purchase order status monitoring, and tips for improving purchase order tracking efficiency. 

The Benefits of Proactive Purchase Order Tracking 

By tracking purchase orders proactively, businesses can anticipate potential issues before they become real problems. If a supplier is late with their delivery, for example, tracking purchase orders allows businesses to take appropriate action in order to minimize the impact. Proactive purchase order tracking can also help businesses to better manage their stock levels, and make sure they always have enough supplies to meet demand. Additionally, having an updated view of purchase order status can help businesses to better manage their cash flow, as they can make sure they receive accurate invoices when they need to. 

Proactive purchase order tracking also helps businesses to identify any discrepancies between the purchase order and the invoice. This can help to reduce the risk of overpaying for goods or services, and can help to ensure that businesses are not paying for items that they have not received. Furthermore, proactive purchase order tracking can help businesses to identify any potential fraud or errors in the ordering process, allowing them to take corrective action quickly. 

Strategies for Staying on Top of Purchase Order Status 

The key to staying on top of purchase order status is to have a system in place that allows for easy access to up-to-date information. General Electric, an American multinational conglomerate, leveraged advanced technologies such as artificial intelligence and machine learning to track purchase order status and updates in real-time, resulting in improved delivery times and increased efficiency. Alternatively, businesses could use a manual process such as an Excel spreadsheet to track purchase orders. Whichever option is chosen, it's important to make sure everyone in the organization has access to the same information in order to minimize confusion and potential errors. 

It is also important to ensure that the system chosen is able to handle the volume of purchase orders that the business is likely to receive. If the system is unable to cope with the demand, it could lead to delays in processing orders and a decrease in customer satisfaction. Additionally, it is important to ensure that the system is secure and that all data is backed up regularly to prevent any data loss. 

Setting Up an Effective System for Following Purchase Order Updates 

Once a system is in place for tracking purchase orders, businesses should set up a process for regularly monitoring and reviewing this information. This could involve having regular meetings to review purchase order status, or an automated notification system that alerts stakeholders when updates are made. It's also important to have a process in place for dealing with any issues that arise from the tracking process. This could involve having standard procedures for dealing with late deliveries or incorrect invoices, for example. 

Tips for Improving Purchase Order Tracking Efficiency 

There are several ways businesses can improve their purchase order tracking efficiency. One way is to set up automated systems and processes that allow for easy access to up-to-date information. This includes setting up email alerts for any changes in purchase order status, as well as automated notifications for when orders are due to be delivered. Finally, it's important to train staff on how to use the system correctly, as this will help reduce errors and ensure accuracy. 

Tracking purchase orders is an important part of managing a successful supply chain. By following the tips outlined in this article, businesses can ensure they stay on top of their purchases and minimize any potential issues that could arise from inaccurate or out-of-date information. 

FactWise empowers teams to issue accurate Purchase Orders and manage them easily via automated processes: all item information including item description and specifications, quantities, payment terms, delivery timelines, incoterms, and other user-added custom fields are auto-added from the RfX event to all Purchase Orders created ensuring a high degree of data integrity and tremendous accuracy, and our holistic supplier analytics and RfX management analytics help teams negotiate lower costs and payment terms to maximize their cash flow. FactWise POs also include all company information for buyers and sellers and can be downloaded from the system with a single click.  

FactWise increases savings by up to 25% and efficiency by up to 20%.

About the Author

Stawan is the founder and CEO of FactWise. Before founding FactWise, Stawan was the NA TMT-Procurement Leader at McKinsey. Passionate about procurement, Stawan has 15 years’ experience in enabling clients of all sizes to achieve business impact via procurement.


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