Scale and grow with smart purchase order management

When it comes to running a business that focuses on purchasing and re-selling of goods, keeping track of purchase orders is a must. In this article, we will explore the basics of purchase order tracking, common challenges, best practices, and the benefits of effective purchase order tracking.

‍The Basics of Purchase Order Tracking

Tracking purchase orders activity starts from the time of creation to delivery. The goal is to ensure that they receive what they have ordered, at the right price, the right place and the right time. This process involves creating a record of the purchase order, updating it as the order progresses, and communicating with suppliers to make sure that the order is fulfilled according to expectations. 

Common Challenges in Purchase Order Tracking

Despite the benefits of purchase order tracking, there are several challenges that businesses may face. One of the most significant challenges is a lack of visibility into the purchasing process. Without a clear understanding of the status of purchase orders, businesses may struggle to manage inventory effectively, leading to overstocking or understocking. Inadequate communication between departments can also be a challenge, as it can lead to delays and errors in the purchasing process. Finally, inaccurate data entry can cause problems, as it can result in incorrect orders or delays in the delivery of goods.

Best Practices for Purchase Order Tracking

To overcome these challenges, businesses should implement best practices for purchase order tracking. As a first goal, sit down and draft out the purchase order lifecycle, what milestones are important to achieve and define certain scenarios in case of changes and updates. Another option is to implement a purchase order system. This system should allow businesses to create, update, and track purchase orders in real-time, providing visibility into the purchasing process. The ideal platform should allow you to collaborate directly with suppliers in an order to avoid many e-mail communication and as well as many different excel sheets. Standardizing purchase order processes is critical, as it ensures that everyone involved in the purchasing process follows the same procedures. Providing training for employees on how to use the purchase order tracking system and follow standard procedures can also help to improve the efficiency of the purchasing process. Finally, regularly reviewing and updating purchase order records can help businesses identify any issues or delays in the purchasing process and take corrective action. Using KPI’s to review purchase order gives alot of insights on what processes are successful and which need more support. 

Benefits of Effective Purchase Order Tracking

Firstly, by tracking purchase orders, businesses can improve their inventory management, reduce errors and delays, and increase efficiency as well as cost savings. Improved inventory management allows businesses to avoid having too little or too much of an item, which leads to increased costs or lost sales. By reducing errors and delays, businesses can ensure that they receive the items they ordered, at the right price, and within the expected timeframe.

Effective purchase order tracking will also increase the quality of what you are ordering, as the suppliers understand what requirements to fulfill in order for the purchase order to move forward in the process. Finally, increased efficiency and cost savings result from streamlining the purchase order process, reducing the time and resources required to manage purchase orders.

To sum up

Tracking purchase orders is essential for businesses to manage their inventory and stakeholder expectations. By implementing best practices for purchase order tracking, companies can focus on scaling and improving their business goals while getting rid of busy administrative work. 

At Vintly, we like to get nerdy about these things. If you want to learn more about this topic (or other supply chain related topics) don't hesitate to reach out to one of our experts.