Purchase orders are the staple for any business and for a good reason. They allow you keep track on your stock orders, keep the suppliers accountable and help you stay atop of the inventory management.
Generally, an electronic purchase order is a legally binding agreement that every buyer sends to a supplier that authorizes the purchase of goods. It outlines the expectations of business transactions clearly. This agreement combines both buyers and sellers. It covers the seller if the buyer refuses to pay whereas it protects the buyer if the seller refuses to provide their products or services.
What do you know about electronic purchase order software application?
The process order process involves everything – from placing order intially to the receipt of order and everything in between. This process follows several general guidelines, like:
Creating the purchase order –
When a company wants to sell a product or service, the first and foremost thing you’ve to consider is to create a purchase order including the important details like price, quantity, delivery and payment options.
Even, some purchase order software (POS) applications allow you to create purchase orders and track them throughout the buying process. They make sure that all order related information is stored in an easily accessible place. It’s the place where one needs internal approval to make necessary changes.
Issuing the purchasing order –
Once the purchasing order gets approval, it will be sent to the supplier to receive approval of the document.
Getting the purchasing order –
The supplier receives the purchase order and allows the company to know that the order can be filled. When this situation occurs, the purchase order becomes a legally binding contract.
Issuance of receipt –
After that, the supplier sends the shipment, attaches the purchase order number so that a prospective buyer can understand the arrival of their order easily.
Invoice and delivery –
As soon as the product or service received by the customer, a company requires to review the purchase process to know that whether it meets their standard. After that, they will send an order invoice that includes the number of purchase order.
Payment and closure –
When the delivery is done, the company will arrange and fulfill the payment with the seller according to the agreed conditions. After the payment, the purchasing order is closed.
Final Consideration –
Moreover, implementing purchase orders into your processes may include extra steps. It is well-worth to make sure that the process goes on smoothly for both buyer and seller. Though the purchase order clearly outlines expectations, they can significantly minimize any miscommunication and work as a reference point.
Though your business continues growing, you must be looking for a way to leverage organizational benefits they deliver – to both processes and your staffs and also to your business objective.
For electronic purchase order system, you should look no further than Aurora Software. For more information about our purchase order software applications, contact us as soon as possible and let’s get started.