Using Software To Improve Your Purchase Order Process

All businesses can benefit from introducing a proper purchase order system into their buying and selling activities

. Using purchase orders allows businesses to track the status of orders and purchases, e.g. find out which orders have been received or are outstanding. While a paper-based order system can work for the smallest of businesses, after a few dozen or more purchase orders have been issued, the work of checking each paper copy by hand becomes unmanageable. When this happens, professional purchase order software can easily help.

As with all business software, purchase order software is specifically designed to replace paper-based office systems and help you keep ordered electronic copies of not only purchase orders but supplier and product details too. By storing product and supplier details in a database, the purchase order software can greatly speed up the processing of raising an order. Added benefits from using software to manage your purchase orders are that the software will come supplied with professionally designed purchase order templates. Each purchase order template will include all the essential fields you need to show when sending the supplier the order. There are legal requirements from the inland revenue covering which fields need to be included when issuing purchase order and invoices and good software will ensure that you have all the fields and data completed before you can send the order.

Of course, the benefit of using purchase order software is not only that you can speed up raising the order by selecting existing supplier details and product details when raising the order but that you can track the status of orders. Most purchase order software will let you easily and quickly find out which purchase orders have been fulfilled and will allow you to check off orders in the software database as the orders arrive. Having accurate records for each order also lets you compare actual deliveries against orders and ensure that the order has been fulfilled correctly.

Most po software will also include handy print facilities, letting you quickly print off orders to be emailed to suppliers. The best purchase order software also includes the ability to email purchase orders directly to the supplier this can greatly speed up your purchasing processing, cutting days off the time between raising the order and taking delivering of the required goods. Some po software also includes the capability to bulk email orders to suppliers. Bulk emailing of purchase orders can save loads of time if, for example, you tend to make multiple orders at the end of each month after raising the pos, you can send them all to the relevant suppliers with a single mouse click.

Another benefit of a purchase order software package that includes a supplier database is that the system can product reports showing how many purchases have been made for specific products from different suppliers. If the po software also includes an invoicing module that you can use to create and track invoices for the sales you make to customers then you can also create profit reports based on the difference between the price at which you purchase from suppliers and sell to customers.

by: MikeLitchfield211

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