When planning to implement an electronic purchase order software for your company, it is important to consider the needs and priorities of your business. The more carefully you plan, the easier it will be to set up a successful purchase order system.
Here are three simple steps to create a purchase order system:
Define your purchasing policy:
When you introduce a new purchase order system, it helps to review your company’s purchasing policy. You can enforce the policy with an electronic purchasing system, but before you implement one it’s important to define your purchasing policy, and defining a good policy means deciding where your company stands in the below mentioned areas:
- How purchasing can help your business
- How you determine the type of suppliers to work with
- Buyer-seller contracts & relationships
- Which categories of spending require purchase orders
- Who are the employees authorized to make purchases?
- Guidelines on how to make procurement decisions
- Resolving conflicts and disputes with suppliers
Selecting an electronic purchase order system:
If you’re looking for an automated solution, you’re probably going to prefer an e-procurement system over a paper-based one. The main thing is whether you want to host or maintain it in-house or use an online software. E-procurement solutions are usually the best choice for organizations that do not have highly protected and classified information.
An electronic procurement system produces digital documents that outline items in an order and the terms and conditions of sale between buyer and seller. Therefore, selecting an appropriate procurement system requires consideration of your business model.
System implementation:
Businesses implementing a new system for managing purchase orders can experience problems with the implementation, depending on factors such as the complexity of the software and how quickly it is introduced. For example, if you are using an unfamiliar supplier or software program, you may encounter difficulties even if you had extensive training during the implementation process. If you want to avoid having problems with your new purchase order system, choose a reliable software provider and implement the system gradually by giving only your most important users access to it at first.
When you use Aurora Software’s electronic purchase order software, the purchase order process is made seamless and efficient. Our software integrates seamlessly with your existing ERP, accounting or other back-end systems. It enables you to maintain your purchase orders in a single system and lets you track them from start to finish. Our e-purchase order software will take care of the heavy lifting so you can focus on what matters most: growing your company!