Deploying the Purchase Order App
In addition to overcoming the drawbacks of manual processing, purchase order software optimizes the entire process workflow. Developing the purchase order app requires a complete understanding of the existing workflow. Here are the steps to designing a purchase order software:
Creation of forms/templates:
The first step in creating a digital PO system is the creation of digital purchase requisition and purchase order forms. These online forms can be created from scratch or automated PO templates can be used to gather information for creating the purchase order. Once the PO form is created, the purchasing team can modify the form for auto-generation of purchase orders from purchase requisitions or display vendor list automatically by linking the PO form to the vendor database.
Mapping the steps:
The purchase order process varies in every organization based on the policies and business requirements. A thorough understanding of the process flow and tasks is essential for designing an optimal process workflow. The various steps of the process need to be mapped with help of a workflow diagram. Process mapping helps identify redundancies and process bottlenecks.
Designing the new workflow:
The digital PO form helps in understanding the tasks that need to be included in the workflow. The workflow can be designed for gathering data, validating and matching data, and automating the approvals. The purchase order app can also be designed to send automated alerts and notifications to the approvers in case of any delay in approval or intimating them of approaching deadlines.
Defining access and roles:
The purchase order app must specify the roles and access permissions of the stakeholders. Depending on the role played by the person in the purchase process, roles and approval permissions are assigned. The visibility and access to data may vary according to the role.
Implementing the PO workflow:
Purchase order forms ready, workflow mapping is done, roles and access control in place – the next step is implementing the new workflow. Before implementing the workflow, all the stakeholders need to be updated about the changes. In some cases, the procurement staff may require training on the usage of the purchase order software.
Review and feedback:
The success of implementation can be gauged by review and feedback. Gathering feedback from the user and modifying the system according to it improves the success rate of implementation.
Features of Purchase Order App
How to choose the right purchase order app for your business? The procurement automation market is flooded with apps for businesses of all types and sizes. Choosing the one that suits the unique needs of your business is challenging. Here is a list of must-have features for the purchase order software:
Mobility and flexibility: Anywhere, anytime access to the purchase order app from iPad, Android devices, or PCs is a must. This feature enables approvers to review, update and approve POs at their convenience. As the business grows, the app must enable the addition of features (as required) and scale up to increasing business demands.
Customizable reports: The software must be customizable as per the requirements of the business. The reports generated by the software must customizable according to the business needs and provide useful insights to the leadership. The data capture must adhere to the company’s terms and conditions and regulatory policies.
Support for multi-currencies: The purchase order app must support multiple currencies and allow custom exchange rates.
Easy document upload: the purchase order app must support hassle-free upload of supporting documents while submitting the purchase order.
Safety and security of data: sensitive financial data in the procurement system must be handled within a highly secured manner. The access to this data must be restricted and permission granted as per the role of the person.
Automated alerts: The primary aim of implementing the purchase order software is to eliminate process bottlenecks. Issuing automated alerts and notifications to the approvers helps avoid delays and bottlenecks in the order processing. Notifying the appropriate approver of an approaching deadline helps in accelerating the approval process.
Easy to use: Users must be able to access the purchase order software online without lengthy login or sign-up processes. The user interface must be kept simple so that users can understand its usage without extensive training.
Cflow is powerful workflow automation software that provides advanced features in purchase order processing. Our purchase order app is free from cumbersome coding and can be deployed within minutes. The easy-to-use visual form builder enables users to build custom PO forms within no time. To take a look at how Cflow enhances purchase order processing, sign up for the free trial today. Give your business the advantage of the best purchase order workflow app by signing up for Cflow.