7 Steps to a fully automated invoicing process

Today: Order Confirmations

Are you tired of scanning your order confirmations for accidentally added zeroes or mixed-up delivery dates? We understand. Order confirmations are meant to create more transparency, improve accuracy, and, therefore, prevent mistakes. However, managing all the order confirmations your organization or department receives daily is exhausting and prone to human errors. Dynatos is here to help you save energy and time by automating this step in your procurement process.

The problem: information overflow

One of the major challenges companies face is the need for more centralized control and visibility into their processes. Businesses often deal with disjointed workflows, redundant tasks, and difficulty tracking progress without a cohesive system. This fragmentation hampers productivity and increases the risk of errors and compliance issues.

Order confirmations play a part in this. Such documents differ per organization, industry, and product, but every document functions as an essential verification of the details of your purchase. It involves information such as item description, product quantities, prices, order and delivery dates, and terms and conditions. Checking these are correct sounds easy enough. However, there is only sometimes plenty of time to do so accurately. Automating this step in your procurement process helps you improve transparency, efficiency, and accountability.

The solution: automation

An automated confirmation process enables organizations to do many things beyond just verifying purchase details. To name a few:

  • Visibility – Find the status of all order confirmation documents on one screen. This allows organizations to track orders in real time. Any possible mismatch is detected immediately and, therefore, be acted upon straight away.
  • Compliance—Ensure orders comply with internal and external regulations and policies. By enforcing predefined rules and validation checks, organizations can mitigate non-compliance risk and maintain audit trails for accountability.
  • Processing—Automated workflows significantly improve the efficiency of procurement operations. Order confirmations are used as supporting documents for initiating payments. Installing alerts for any problem that arises reduces the risk of payment delays, late fees, or penalties. Consequently, this results in good vendor relationships and optimized cost management.

Using: Process Director

SAP standardly integrates order confirmations. However, there are more user-friendly ways. The SAP interface is limited and gives practically no visibility in case of a mismatch. A much more efficient program is Process Director for both paper and electronic order confirmation documents. According to Dynatos consultant Michael Haak, it’s the ideal way of automating this step of the procurement process. ‘Process Director significantly simplifies the way to handle order confirmations. The highly flexible program allows you to handle mismatches in your date immediately.’

Using Process Director, you decide how far the automation goes. Set up your own rules for validating order data and how to deal with mismatches. Save time and costs while improving efficiency, all according to your preferences.

Do you want to learn more? Contact us! Or are you curious how order confirmations can help you streamline your processes? View our demo!

This blog is part of a seven-part series. Read part one, Purchase Requisition, here.

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