How to increase efficiency by dematerialising supplier orders?

The expectations of internal customers and their purchasing experiences have changed considerably in recent years. At the root of this phenomenon is the digital transformation of our society, driven by new consumer habits. However, the dematerialisation of business orders has not yet kept pace with this market metamorphosis, with long processingtimes due to manual processes.

This creates ambivalence in the B-to-B sector, with in-house customers taking responsibility for their orders, and therefore their purchases, using the company’s portfolio. In-house customers are often at the origin of the purchasing process. As a result, companies need to adapt to ensure the digital transformation of their management processes to ensure that internal customer orders are processed in line with the company’s cash flow. What are the benefits in terms of efficiency?

Transparent order management

The order management process begins once an internal customer has placed an order. It only ends when the invoice is reconciled with the purchase order for the items or services that have already been received. The procedure must be as transparent as possible for the employees concerned and the data essential for resolving a dispute must be easily accessible. Using a paperless solution, order management must ensure that the entire process runs smoothly at all levels. It must also be beyond reproach, preferably automated, so that supplier invoices can be managed efficiently.

With the traditional system, the internal customer is often faced with a hiccup or disruption to the overall purchasing experience. As a result, they may experience long processing times, to the detriment of their productivity. In addition, the risk of errors is increased. As a result, the cost of placing orders increases. Without effective dematerialisation of order management, there is a risk of creating bottlenecks in the company’s organisation.

Centralised management

Today’s employees want to be informed at every stage of their purchasing journey with :

• Regular notifications,
• Fast, efficient tracking,
• Alerts on delivery or receipt of goods.

Without an effective order management solution, the risk of errors increases. It needs to compile the right information and concentrate data in one easily accessibleplace.

Thanks to the complete dematerialisation of the order management process, you can take advantage of a centralised system. All information relating to orders and suppliers can be found in a single place, so that every member of a department is well informed about the progress of a file. With a complete view of order processing channels and centres, a member of staff can respond to the slightest piece of information, whether it’s about requirements, delivery/receipt or even cancellations.

Dematerialisation leads to a drastic reduction in the volume of internal calls or requests, as internal customers can track the status of their orders directly online. This centralisation and transparency of information also helps to improve customer service in the case of resale purchases. It also facilitates the work of a supplier audit, as a reliable audit trail is ensured through the traceability of actions, for example.

Optimised processing time

Manual processing is still the norm in many small and medium-sized enterprises (SMEs). This process takes too long to implement compared with what could be achieved thanks to the benefits of digitisation. And this is true even when the company is partially digitised with a variety of tools. Multiplying the number of tools without connecting them increases the risk of error. The challenge of dematerialisation solutions is to interconnect tools and aim for productivity. Internal customers have to deal with a multitude of tasks, and they have no time to waste on prescribing, transmitting and receiving the requirements inherent in running their business. They want their order to be fulfilled in the right way, at the time and place that suits them best. Minimum requirements must therefore be taken into account when implementing a tool, and its mobility encouraged, ideally by means of a mobile application.

The dematerialisation of supplier order management has the potential to offer employees today all the options they expect. From the expression of need to validation, right through to supplier invoicing and the stage that precedes this: acceptance. The aim is to put in place a range of resources that are still governed by a procedure that is in line with the company’s requirements, so as to suit all the stakeholders in the organisation.

Overall control of supply

The size of a company should not limit the scope for growth. Stock management is a key issue for many companies, because a stock shortage can be dramatic depending on the distribution channel chosen by economic operators. Knowing your inventory directly is incredibly effective. And ERP systems are very good at it these days, especially when it comes to raw materials.

An electronic order management system improves spending commitments and completes an organisation, even a small business. Employees can see the progress of their supply chain in real time, and can decide which products or services to obtain according to their needs. It is then possible to determine the quickest and most cost-effective way of delivering products to departments, or even customers.

It is advantageous to have greater control over supplier management and to identify which items need to be supplied, via which channel and in what quantities. This helps prioritise between channels to align with demand and increase margins.

At the moment, investing in a new system is a question of network complexity, not company size. When you have several shops, a multi-branch business or even several distribution channels, the dematerialisation of order management is essential. Contact Weproc to enjoy the benefits of an efficient system. It will provide a transparent and straightforward experience for your employees.

Want to learn more about our procurement management software Weproc? Contact us or request your free 15-minutes demo below!

Team Weproc

Weproc is a SaaS software specialized in digitizing the procurement process of companies. From purchase requests to supplier invoicing, through the validation process, Weproc is designed to simplify the purchase management of SMEs and mid-sized companies by centralizing all purchase-related activities.