Digitise your procurement process for end-to-end purchase-to-pay!
Automating your invoice processing is one thing – but what if you could digitise your procurement process and connect the two? How would that benefit your business?
- A completely transparent, trackable, auditable buying process
- Easy (and early) cost management
- Fully customisable approval process – with automatic approval below certain limits or from certain people, approval assignments based on project, cost centre or other criteria
- Automatic sales order generation (and sending, if required)
- Automatic transfer of purchase data to third party system
- Automatic document matching once an invoice is received (invoice to sales order to delivery note)
- Automatic asignment of tasks should documents be missing or fail to match (ie, invoice total greater than sales order total)
- Simplified payment approval process
Or to put it another way, an end-to-end purchase-to-pay process you won’t be able to live without.
Here’s how the purchase requisition process works in more detail.
Purchase request form
A digital form is created and made available to all those who require access. The form can be built with any number of field types to capture the required data. This could include:
- Requestor (based on DocuWare ID, email addres or other)
- Department (from a pre-determined, approved list if required)
- Cost centre (from a pre-determined, approved list if required)
- Project number (from a pre-determined, approved list if required)
- Date of request (pre-filled and locked)
- Delivery date required
- Supplier name (from a pre-determined, approved list if required)
- Table of products/services required (including SKU, description, quantity, unit cost and total)
- Preferred payment method
The ability to attach quotes and bids received can also be added here. Once the form is complete and submitted it would enter an approval workflow.
Purchase requisition workflow
Once the form is complete and submitted it would enter an approval workflow. Here you have any combination of options with regard to who needs to approve a requisition request – or if any approval is needed at all. Here’s a few example scenarios.
- Request by director – automatic approval
- Request under £1,000 total value – automatic approval
- Nominated approver based on:
- Cost centre
- Project number
- 2+ step approval – site manager approval > director approval
However you want your purchase requisitions to be handled and directed, the workflow can be built to make that work. A simple task is raised for the approver to look at the purchase requisition form, and make a decisiuon; approver or reject.
Should a request be rejected, DocuWare can ask for a reason why, then send an email notification to the original requestor. The original request is marked as rejected and archived.
This is the point where your purchase requisition ties into your invoice processing. Once a request has been approved several things can happen.
- Email notification to requestor informing them of the approval (OPTIONAL: form attached, stamped with approval)
- Task raised for requestor to raise purchase order via DocuWare form
- Purchase order stored in DocuWare and emailed to creator for sending to supplier OR;
- Purchase roder stored and automatically sent to supplier via email
That is the end of the purchase requisition process – now you just wait for the delivery and optional delivery note, which can be stored in DocuWare for a three-way match, and the inevitable invoice!
When you need to know “who ordered that?!” or “who approved that?!” or even “how much have we spent on this project?!” – the information is right there within a couple of clicks in DocuWare. Transparent, trackable, auditable.