Purchase to pay can almost be identified with the business of doing business. To give your customers the best experience, there's a need to identify the best suppliers and vendors there are. With the right ones, you will always get the job done and at the same time avail their payments for the goods and services supplied. It may sound easy enough, but anyone who has been involved in the purchase to pay automation process knows that there are various steps involved. One of the best automation systems to use is the getyooz.com, which will help to automate and control all the tasks around your office.
That discussed, what Purchase-to-Pay Automation?
Also commonly referred to as Procure-to-Pay automation and abbreviated as P2P, purchase to pay automation is made to increase efficiency to the processes of vendor selection, payment, and evaluation with the help of technology. AP and Purchase to Pay automation use software to get rid of manual tasks, enhance collaboration between departments, and save money due to increased accuracy in performing tasks and reduced labor.
Any person involved with any level of business planning is conversant with both accounts and procurement variables, although the two functions do not always align. The procurement department specializes in dealing with vendors and suppliers, while the AP department sorts all the bills. These two departments can be located separately in the office building and can execute different systems to carry out their duties. If you are looking to automate various tasks, It's essential to look into the entire AP and Purchase to Pay automation, as a goal between AP departments and the procurement department. With an automated system such as the getyooz.com, your business can enjoy so many benefits. Such include:
- Minimized errors
- Reduced fraud
- Better business operations
- Better visibility into the business
- Better compliance with regulatory bodies
- Overall cost reductions
- Better strategic planning
With AP and Purchase to Pay automation, you need to identify all the required steps on the same.
Essential steps in the P2P Process
Every organization is different, although they follow almost the same procedures when it comes to P2P. Below are the five key steps involved:
- Vendor selection
Vendor selection happens with a predetermined list of vendors or suppliers. If there is no suitable vendor, Purchase Requisition will be the first to be considered.
- Purchase requisition
Also known as req. in short form, this is a process to gain approval and place an order for a service or product the organization needs. Purchase Requisition gets done through a formal document from the requester's department.
- Purchase Order
The other step is the creation of a legal document that contains various requirements and quantities for the vendor. The Purchase Order gets created within the organizations' enterprise resource planning software (ERP).
- Process Invoices
After the Purchase Order, the vendor will then send the organization an invoice that in most cases comes with the product or service. The invoice can come via email or even electronically. When the invoice gets to the organization, the accounts department will verify it with its supporting documentation. Such include PO, delivery receipts, and any other essential paperwork. With the manual AP and Purchase to Pay process, it often means sending emails to the procurement department to confirm the arrival of goods or services, chasing invoices that may have been sent to any department, and matching the PO to the invoice. The documents then get passed through the organization for approval.
- Payment
Once the invoice gets approved, payment gets issued to the supplier and, the AP and Purchase to Pay process are complete.
How the AP and Purchase to Pay Automation process looks like
Automated and efficient purchase requisition processes
AP and Purchase to Pay automation mean working with a getyooz.com system to ensure efficient workflows for the creation and getting approved of the purchase requisition. When the approver receives notification in the financial software that a purchase requisition has been made, they review then approve or deny the request.
Informed vendor selection
AP and Purchase to Pay automation require that you have a digital plus centralized database of goods and services together with that of the right suppliers. Through a getyooz.com software, automation enables real-time access to orders, pricing, the performance of vendors, and delivery to make the process easy. The entire process gets tracked so that everyone can know where it stands.
Automated PO Workflows and integrated systems
Once approved, a PO gets created. With AP and Purchase to Pay automation software, API integration gets synced with your ERP and POs for matching covered.
Streamlines invoice processing and approvals
With getyooz.com automation, the invoice is submitted by the vendor to the AP and Purchase to Pay automation system. Data gets automated into a centralized system. When the system is automated, the software can automatically pull supporting documents. Automation provides control and visibility over invoice processing, including invoice communication. After verification, the AP can route the invoice for approval to the appropriate parties for review. It enhances faster invoice decisions.
Processing payments
Once the invoice is verified, payment is then approved. Some automation systems will require you to use their payment solutions, while others are processed through the AP and Purchase to Pay automation system.
Conclusion
AP and Purchase to Pay automation is a great way to deal with the overwhelming amounts of data in an organization, helps to increase visibility and oversight, and also eliminate bottlenecks in the workflow.