- Posted March 14, 2014 by
This iReport is part of an assignment:
Purchasing Software Streamlines Companies Purchasing Processes
Anyone who is tasked with the responsibility of purchasing goods for a company knows a whole lot of investigating goes into verifying the purchase order and receipts and the various details requisitions. Many hours can be spent dedicated to trying to find out what went wrong.
Companies who are transitioning from the logs and spreadsheets of yesteryear and are thinking about taking the plunge and investing in a purchasing software system usually have a number of questions and need some help getting started. If they transition in the right way, they can feel confident that the systems they have put in place are working the right way and are freeing them up from those many wasted hours of slogging through receipts and playing detective.
Here are some thoughts from the leader in spend management products and services Expensewatch.com(http://www.expensewatch.com/.
All companies need to be able to enforce their policies and control company expenditure. Purchasing software allows the company to build-in their unique policies and practices into the platform. Once the program is set up to standards, any user can quickly order the goods and services they want. With an internet web browser, anyone at the company can access the system no matter where they are. As a result, response times are faster and the team can be more productive
Company personnel in charge of authorizing and approving purchases will like having the ability to manage specific areas of spending. Because of the ease of oversight product purchasing software can provide, owners and upper management can feel more confident that company spending is properly controlled.
Well before an employee starts to create a purchase requisition, purchasing software enables the company to configure the software to work within the company’s controls and spending policies. These tasks can include:
• Populating catalogs and networked vendors with negotiated pricing for products and/or services
• Set up numerous projects; category “approvers” can be set to oversee and approve particular spending.
• Combining policies with current budgets for smart decision making
• Support for packing lists and receipt threshold limits
• Matching vendor invoices to purchase orders and packing lists. This eliminates duplication, over- spending and erroneously paying for products and/or services not rendered
• Create purchase requisitions correctly and in a time and cost-efficient manner.
Purchasing software can greatly simplify the handling of purchase requisitions via uploaded catalogs and even with pre-approved e-commerce vendors. The shopping carts from e-commerce vendors will eve add items to a purchase requisition automatically. A good system will even make it possible to look up an order that is in-progress, preventing duplicate orders from being filled. Lastly, items from different vendors can be submitted for approval on one department or project.
In 2014, thanks to the many advances in technology, the job of the purchasing manager or purchasing team is much easier than it’s ever been with purchasing software and correct transitioning assistance from the old-school ways into the new.