Processing Orders and Tracking Delivery
Last updated September 24, 2024
Once you've selected a supplier and agreed on the terms of a purchase order, Proactis helps you manage the order processing and delivery phases of your procurement. This guide outlines the steps involved in ensuring smooth order fulfillment.
Processing Orders:
- Generating Purchase Orders: Proactis generally enables you to create and send formal purchase orders (POs) electronically. You can include details such as items ordered, quantities, prices, and delivery terms.
- Acknowledging Orders: The chosen supplier will usually acknowledge the receipt of your purchase order within Proactis. You can monitor the status of their confirmation.
- Order Management: Proactis typically provides a centralized system for managing your purchase orders. You can track their status, view delivery schedules, and manage any changes to the order.
Tracking Delivery:
- Shipment Tracking: Proactis may integrate with shipping carriers or provide tools that enable you to track shipments in real-time. You can monitor the location and projected arrival date of your order.
- Receiving Orders: When the goods arrive, Proactis offers features for confirming receipt and documenting any discrepancies or issues. You can enter information regarding quantity received, quality inspection results, or any damage or missing items.
- Invoice Matching: Proactis often supports invoice matching, comparing invoices from suppliers with your purchase orders to ensure accuracy and prevent discrepancies. You can then process payments from within the system.
Key Considerations:
- Communication: Use Proactis' communication channels to stay in touch with suppliers regarding delivery updates, tracking information, and any issues that may arise.
- Inventory Management: If Proactis is integrated with your inventory management system, you can use it to receive and update inventory levels as orders are fulfilled.
- Returns and Refunds: If any items are faulty or need to be returned, Proactis may enable you to create return requests directly within the system.
By leveraging Proactis' features for order processing and delivery tracking, you can streamline the entire procurement process, from initial ordering to final receipt of goods. This can improve efficiency, optimize cost management, and streamline your overall supply chain.
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