How to structure control of your purchase channel?

Sales to the detriment of purchases ...

At present, the majority of companies are more concerned with sales rather than optimizing their purchasing process. However, they do not only realize that during this time, they are victims of a financial loss on their purchases. Indeed, the lack of control of the purchase chain can lead to overcharging and unjustified expenses of suppliers.

For example, complaints from assets issued by companies from suppliers am only 1%. This is notably due to a lack of control and detection of errors or any billing differences.

The challenges of the purchase and accounting service

To ensure the financial performance of your business, it is essential to optimize each process within the company. Today, your teams in charge of purchases and accounting can face multiple challenges.

Lack of traceability of the purchase chain: when the documents are dispersed between different systems, it becomes difficult to follow the steps of a purchase. This absence of traceability can lead to loss of critical information, delays in validations and errors in payments.

Management of overcharges & spending management: surfectations or billing errors are recurring problems in many organizations. Without rigorous control, companies may pay amounts higher than those provided in contracts. In addition, poor visibility on expenses prevents control of the budget and making informed decisions.

Search for purchasing documents: in an environment where documents (order form, delivery notes, invoices, contracts, etc.) are often stored in various formats and on different supports, finding precise information can be tedious. This ineffectiveness directly impacts the productivity and satisfaction of stakeholders.

Methods to structure purchasing control

To meet the challenges encountered by your teams and structure the control of your purchase channel, several methods and tools must be implemented.

Centralization of purchasing documents: The centralization of purchase documents is a crucial step. It allows you to have, permanently, an overview of the current and fenced commands. Access to documents related to these orders to control costs is also faster. A centralized system also avoids duplicates and reduces the risk of loss of documents.

Rationalization of the supplier panel: by reducing the number of suppliers and by keeping only the most reliable, your company can not only negotiate better conditions, but also simplify the monitoring of exchanges and payments. Rationalizing the supplier panel therefore makes it possible to facilitate purchase control but also to detect supplier accounts for example.

Automation of operations : Automation of processes, such as entering invoices or rapprochement between purchase orders and invoices, reduces human errors and processing times. GED solutions can also be used to detect anomalies or identify potential risks.

Requirement of assets: management of assets is an often overlooked step. However, ensuring that assets linked to returns or disputes are properly taken into account can represent a significant financial lever. Good management requires rigorous documentation and specific monitoring. At Docu'Module, our customers increased their volumes of assets by 1% before the implementation of the documentary to 4%. This represents around € 200,000 recovered from a purchase envelope of 5 million.

Ged DocoWare

Now that you know the methods to structure the control of your purchase channel, it's time to choose the tool that will allow your purchasing and accounting teams to apply them. As such, the Docuware Electronic Management Solution (GED) is the ideal tool. It makes it possible to dematerialize and automate the management of current purchasing processes: processing of current orders, contracts and supplier invoices, from the capture of documents, integration with ERP, until automatic extraction of data and validation.

Docu'Procurement

Docu'Procurement is a preconfigured module for the Ged Docuware which improves purchase control by allowing companies to save time and money.

The solution makes it possible to control the entire purchase process by automatically constituting complete files bringing together all the documents relating to the same order or business order number. This consolidation facilitates control of the process from one end to the other: from the purchase request to the validation of the supplier invoice.

In addition, monitoring by order number offers precise traceability to easily reassemble the purchase chain and check the justification for each expense.

Put your purchasing documents together:

Invoices and assets
Supplier quote
Supplier destination purchase order
Acknowledgment of receipt of the order
Delivery note
Return, in case of error