The Guide to Choosing Procurement Management Software

Want to stay ahead of your competitive curve? Then the first and foremost thing that you should have in place is the best procurement for your business. Because it plays a vital role in making your business stand out, it helps you identify your business requirement and source based on the need.

Here all you need to understand is:

  • How can you do your procurement more effectively? 
  • Is there a simple way to manage your supplier base with long-term savings?
The list of questions goes on! You need to take a strategic approach to the procurement function and get more profits. Rely on the best procurement management software for your business and get your problems sorted out! It is as simple as it is!

Table of Contents

What Is Procurement Software?

Procurement management software is meant to handle supply chains related to purchasing, sourcing, invoicing, etc. Every procurement software may not be the same – it may differ in terms of certain features that make them unique. “Procure-to-pay” solutions are quite common.

Clear lines of communication between stakeholders, like vendors and suppliers, are very important. It will help you get the best cost for your materials, boosting your purchase cycles and ensuring the best and most optimized revenue for your business.

To put it simple, a procurement solution helps you:

  • Streamline your complete purchase process, including your purchase order creation and distribution 
  • Gives a clear picture of your purchases 
  • Helps you to automate your workflows with simple approval management 
  • Best way to communicate with your vendors, suppliers, and other stakeholders for seamless interactions

Why is it important for your business?

Can you imagine?

Businesses can’t function seamlessly without proper procurement management. It means that procurement management helps you ensure that all the commodities are properly acquired so that your business can function as usual.

It can also be leveraged as a power to save money, effort, and time to a large extent. It helps you negotiate lucrative production of supplier contracts and helps you to take your business to the next level. Businesses also harness the power of procurement management to rise as a corporate social responsibility by searching for diverse suppliers, for that matter.

Steps involved in the Procurement Process

You may feel that managing product procurement may be very daunting. But with the right procurement management software in place for you, it is the easiest with these series of steps which makes the process complete.
Planning the need and specifying the objective

It is the first step of forecasting the need for the product or service you want to deal with. What’s the need? How will it solve the problem of the time? What is the best projection strategy for it? Etc.

Find the right supplier

Once you have identified what you need, the next step is to see who can help you with it. That’s where you search for the right suppliers for your needs. Send a Requirement request, get the quotation, and find the best one that goes well with your needs.

Negotiate and sign the contract

Once you have the list of suppliers for the particular product or service, the next step is to finalize the best one. Then, negotiate the price based on your budget and sign the contract with the best supplier of your choice.

It’s the time for the Purchase Order(PO)

Now you have the shortlisted and finalized suppliers in hand. Go ahead and raise the purchase order at the earliest to get the products in hand. It will help you for your future references as to where you purchased the product from and what’s the source, etc.

Confirm the receipt of the products
Ensure that you have the correct invoice for the raised PO, and check to ensure the numbers and process match your requirements.
Clear the invoices and make the payment

Before you receive the product to your side, you have to clear the invoice and make the complete payment to get a green signal to go ahead and purchase.

Proper documentation of records

Yes, this is the most crucial for your business. For any audits or references, these records matter a lot.

Here are some important aspects of why you would rely on a procurement management software for your business.

Even though every procurement solution will have its unique features, some of the most used ones include:

Procure-to-pay: This deals with the complete needs analysis process to create purchase orders, invoices, and payments. A procure-to-pay is the backbone step for the complete process.

Supplier Management: Want to have a strong supplier base? Your supplier chain depends on reliable suppliers who help you with the goods and services on time. Therefore, supplier management is really important for every procurement.

Inventory management: How can you manage your inventory and warehouse with ease? Yes, the answer is reliable procurement management software for your business. But, first, you need to keep track of your goods and services.

Contract management: Managing your contracts is an essential step for your procurement. Doing it with utmost perfection will give you clarity in the future.

Purchase request management: Requesting purchases with different vendors will put you in a chaotic situation. If you have a reliable system for your purchase request management, you can seamlessly handle the same.
Order management: Now, you can manage all your orders in a single platform within a click. Please keep track of your purchase orders and manage them closely with ease.
Invoice tracking: Once you have the purchase order in place, the next will be to manage your invoices. You can easily watch your invoices and payment with reliable procurement management software.
Vendor management: Have multiple vendors for different products and services? Nothing to worry about! Now, you can manage your vendors easily with an easy to use procurement management software.

What benefits does the procurement software offer your business?

We can mention many that it comes to the advantages of using procurement management software! Some of them include:

  • Reduce the lifecycle of your procurement decisions and invoice processing
  • Transparency across the complete procurement process from the start to the finish 
  • Enhanced security and complete control over the transactions 
  • Optimize your supply chain completely 
  • Get a competitive strategy for pricing and negotiation because you can finalize it based on many factors.
  • Improved supply chain metrics
The list of benefits that procurement management software offers you does not end here. It is more of a way beyond!
Complete standardization of the process: It helps you standardize your complete procurement process by helping you with easy-to-use templates, documents, and more.
Helps you with better scalability: Depending on SaaS procurement software like Yoroflow, you can scale up and down based on the need of the time. It will help you save your unnecessary spending on certain resources that are not needed at a particular time. So pay for what you will help you save a lot.

Better Purchase performance: You can benefit from purchase automation, where you can save a lot of processing time, manual interventions, and time.

Supply Chain Optimization: This is a huge benefit for your business. You can completely optimize your supply chain from start to finish with complete transparency on vendors, performance, and other insights.

Some factors to keep in mind before you choose the Procurement management software

Easy Customization options: With the right tool, you must be able to customize the system based on your business and its needs. It will help you with future expansions.

Insightful reports and Data for better decision making: Choose an appropriate software that gives you the proper data analytics. It will help you make better decisions based on your performance.

Round-the-clock Support: Ensure to rely on software that gives you support whenever you need it. The lesser the resolution time, the better will be the reliability.

Good and affordable pricing: Opt for a platform that fits your budget and fulfills your need.

Optimize your complete business process with procurement management software!

Having proper control of your spending is always essential for the success of every business. The right procurement management software for your business of any size yields better spending control and streamlines your business process. Choosing the right procurement software will help you fulfill the needs and streamline your supply chain operations easily, which will finalize your vendors at a much more competitive price.

With years of experience in the industry, we have featured a dedicated SaaS procurement management platform, Yoroflow, to help businesses streamline the supply chain process and experience the best.

Excited to know how?