Repeated purchasing processes

Milena Rusková
April 2, 2020

The act of purchasing refers to securing goods and services according to either internal or external customer criteria process. The individual steps of processes vary in each different company environment, but they always have some common key activities. 

The purchasing process is activated by requesting material or service and entering all the necessary data into the information system. Leaving aside the process of selecting and approving the suppliers, the purchasing process itself includes a series of repetitive steps that need to be finished in time and also correspond with internally set deadlines so that the delivery predictions are realistic. 

The actual purchasing process then usually begins by sending a request to one or more possible suppliers. After receiving the order, the buyer verifies that the demand and supply parameters correspond with each other. They then select the most appropriate supplier in accordance with technical specifications, price, and delivery time. The selection of the most suitable supplier may also include negotiating better prices or delivery terms. Once a match is found, the order is issued and sent.

Throughout the entire purchasing process, the buyer must be in control over the individual steps. They determine and verify whether the order is confirmed by the supplier in a timely manner, whether the confirmed delivery time and other requirements of the order correspond to the purchase request, whether the supplier has already delivered the goods, and whether it was accepted and stored quantitatively and qualitatively. The purchasing process is concluded by cross-checking the invoice with the issued order and delivery notes for the delivered goods and payment according to the payback period. Anyone who has ever worked in purchasing has experienced situations where the fulfillment of the contract deadline depended on the accelerated delivery of components or materials. It is quite common practice for the processes that precede the material orders to be delayed for various reasons. Ordering occurs when the standard delivery time is past the required delivery date, which often times is indicated when the order was initially made. Modern companies have process solutions and try to manage them effectively, but many of them do not use modern tools to do so. All tasks and communication are handled using Excel, e-mails, or face-to-face meetings. As a result, the worker may overlap multiple activities in a single period of time, and this consequently leads to making unrealistic deadlines for completing the individual process steps, and by extension the entire contract. Such companies often fail to realize or are unaware that they can solve their processes through dedicated apps - one example is the ApuTime application, which uses artificial intelligence for planning.

Companies that have adopted Aputime work more efficiently, reduce the stress of their employees (artificial intelligence helps to eliminate ‘decision paralysis’), and managers are able to concentrate on the key areas of corporate management. Process engineers and managers familiar with this software appreciate how both it and the support of ApuTime consultants allow them to easily control all the process steps involved in their orders. Our users also positively evaluate the availability of up-to-date overviews on the status of the fulfillment of individual steps, orders and on-line reporting. All the attributes and features of ApuTime testify to the fact that if a business wants to keep up with its competitors, ApuTime is the best tool to achieve their goals.

Related Posts