PRQ and PO: automate your company's purchasing process
ZenPurchase is the Add-On module of the ZenShare Suitededicated to supply management that automates the workflow related to Purchase Requests and Purchase Orders (PRQ and PO), gensuring complete control within the organisation.
PRQ and PO:what are Requests and Purchase Orders
Purchase Requests, also known as RDAs, are documents used to request the purchase of goods or services from suppliers, speeding up the process and obtaining related authorizations. RDAs are a fundamental tool which allows companies to streamline the purchasing process.
If approved, the Purchase Request is converted into a Purchase Order (PO), which is also subjected to an approval workflow necessary to generate the Order document that formalizes the purchase.
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PO and PRQ: the phases of the purchasing process
Step 1: CREATING A NEW PURCHASE REQUEST (PR)
The process begins with the creation and issuing of a new Purchase Request (PR). It is the first step in the procurement cycle, where the needs for goods or services are identified.
Phase 2: RDA APPROVAL WORKFLOW
Once created, the Purchase Request (PUR) enters an approval workflow. At this stage, the RDA can be approved, rejected, or canceled by the designated managers, ensuring the control and validity of the requests.
Phase 3: GENERATION OF THE PURCHASE ORDER (PO)
Approved Purchase Requests are automatically converted into Purchase Orders. This automation streamlines the process from inquiry to order, reducing time and associated errors.
Phase 4: ODA APPROVAL WORKFLOW
The Purchase Order (PO) also goes through an approval workflow. At this stage, the order can be approved, rejected, or canceled, ensuring that each purchase is verified and authorized.
Phase 5: GENERATION OF THE ORDER DOCUMENT
Once approved, the purhase order is used to automatically generate the order document from a predefined template. This document is essential to formalize the purchase and provide all the necessary information to the supplier.
Phase 6: PURCHASE ORDER PROCESSING
The order is sent to the supplier via email directly from the system. This step, called order fulfillment, formalizes the purchase and initiates the delivery process by the supplier.
Phase 7: RECEIPT OF GOODS
Upon delivery, the system tracks receipt of the ordered goods. This step is important to update the order status and ensure that everything complies with the required specifications.
Step 8: INVOICE RECONCILIATION
Finally, the invoice received from the supplier is reconciled with the corresponding Purchase Order (PO) through ZenE-invoices, the cloud solution from the ZenShare Suite that facilitates integration with the electronic invoicing service, ensuring that the invoice corresponds to the order placed and that all details are accurate.
ZenPurchase, the innovative solution for managing PRQs and POs
Efficient management of Purchase Requests (PRQs) and Purchase Orders (POs) is a company asset in its own right.
A structured and automated procurement process, like the one offered by ZenPurchase, optimizes routine activities and allows for cost reduction, improved cash flow management, and accurate purchase traceability.
Find out how ZenPurchase can streamline your procurement process, ensuring efficiency and control at every stage.
Manage purchase requests and orders with the secure and integrated ZenPurchase module.
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