I.R.I.S. Purchase Order Automation

Purchase orders

Purchase orders are key documents for the exchange of goods and services. If dealt with properly they represent savings in that they streamline the purchasing process. If not, operating efficiency might not be optimal.
Every company with an ambition for success needs to strive and stay competitive, namely by reducing inventory. In order to avoid building up stocks, end customers would rather order smaller quantities and multiply their purchase orders.
As a result, suppliers face huge numbers of purchase orders from various customers and coming from various sources such as mail, email or fax.

A key to business excellence

Let’s imagine a manufacturer of small devices and supplies in the healthcare industry. They may receive hundreds, or even thousands of purchase orders from hospitals every day, each one of which requiring fast and reliable processing and delivery, both for the hospital and the lives of the patients.

Having to deal with such volumes of documents manually is expensive, time-consuming and prone to human error such as data input mistakes or even document loss.

And even when all goes well, traditional paper records require considerable floor space and/or costly offsite storage, for very poor performance when it comes to retrieving information quickly.

How I.R.I.S. can help

I.R.I.S. can help you reduce processing times to a minimum and dedicate resources to more added-value activities. Thanks to IRISXtract™ and the Purchase Orders solution package, the processing of purchase orders is fully digitized, bringing you streamlined document flows finally rid of lengthy keying in of data.

Based on I.R.I.S. core technologies and backed up by an extensive list of success stories on a European scale, the solution package is the perfect way for any organizations struggling with purchase orders to enhance their productivity, keep costs under control and improve overall competitiveness.

How does it work?

The process is extremely simple and totally integrated into a seamless environment. As a result, more purchase orders can then be processed by fewer people in a shorter time.
  1. Purchase orders come in from any source and are sent directly into IRISXtract™
  2. Relevant PO information is automatically extracted, among others customer data, order number, order date, delivery details, item references, quantity/units, prices, etc.
  3. Any data requiring validation is brought to the attention of your operators and quickly taken care of thanks to optimized interfaces and shortcuts.
Purchase order information can now be exported to your logistics application managing invoicing and delivery

Key Benefits

Faster and more reliable supply chain
Reducing times between purchase order receipt and incorporation into your logistics system will grant your teams with faster access to your customer’s order information, so delivery and invoicing can be done as soon as possible.

Reduced operational costs
The purchase order data input in your logistics application is of better quality and accessible more easily, allowing you to reduce processing costs considerably and optimize overall efficiency. Digitized documents also reduce paper volumes and the associated handling, shipping and storage costs.

Audit-ready and safe processes
Get a flawless audit trail and retrieve any information in seconds thanks to fully managed, traceable and controllable capture processes, fewer manual input errors or lost documents, and minimized risks of confidentiality issues traditionally linked to paper handling.

Improved customer service
Thanks to automated capture of their purchase orders, customer receive order acknowledgements and confirmations sooner. The I.R.I.S. solutions also improves responsiveness as customer enquiries about their orders can be answered faster, since information is just a few clicks away.

Improved staff productivity
Your staff is released from tedious and repetitive tasks such as inputting or checking purchase orders one by one. They can concentrate on more added-value tasks waste less time looking for information, correcting errors, dealing with customer queries or complaints about their orders.