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Imagine you are a business wanting to source electronic devices (laptops, mobile phones and such) for your employees. First, you will draft a purchase request outlining the devices needed and get the document approved. Then, you will send out requests for quotes (RFQs), analyze vendors, negotiate contracts, and finally, send out a purchase order (PO).
A purchase order is a legal document that you send to a supplier or vendor to secure the required electronic devices. It includes details about your company, devices you want and their quantity, amount, delivery, and payment terms. Once the supplier agrees to the PO, it becomes a legal contract between both the parties.
The supplier will then proceed to deliver the devices as per the agreed terms. As an organization, you must have quality assurance checks in place to ensure the devices you receive meet the required standards. You must also have an invoice matching procedure to ensure the delivered devices are as per the PO. Once the goods and invoices are verified, your finance team must go ahead with payment processing.
The whole procurement process may sound complicated. To simplify it, we, at SlideTeam offer pre- designed templates that make things more intelligible. Our slides will help you streamline steps like purchase request initiation, vendor selection, budget verification, purchase order creation, and approvals from multiple stakeholders with the help of flowcharts.
Want more slides on the procurement process? Here are our Top 10 procurement process flowchart templates for you to explore.
Our templates are 100% editable so you can customize the workflow as per your specific business processes.
Let’s explore them one by one.
Template 1: Purchase Order Request Approval Process Flow
If you want to explain to your audience the approval workflow of a purchase order, this template can help. It uses a flowchart to explain how purchase orders are approved depending on new or existing clients. For example, in the case of an existing client, outstanding payments are checked before the request is approved. You can also explain what happens if a purchase order is rejected and the steps that follow. This template uses different colors to highlight the importance and purpose of each step.
Need more approval process templates? Here are our must-have purchase order approval process templates for you to explore.
Template 2: Team Workflow For Customer Purchase Order
You can use the workflow template below to explain the role of employees and stakeholders in the process of creating a purchase order. The workflow is divided into three parts, according to job roles - employee, finance manager, and CFO. The employee generates a purchase order requisition, which is sent to the finance manager for approval. If the manager approves the request, it is forwarded to the CFO who may or may not approve it based on budgetary limitations.
Template 3: Procurement Process Flowchart With Purchase Order
If you want to explain to your audience the role of purchase order and its place in the procurement process, the template below can help. It uses a sequential workflow to provide an overview of the steps, right from preparing specifications to entering the supplier payment in finance books. It enumerates how a purchase requisition is prepared and approved, based on which quotations are requested from suppliers. A purchase order is issued once the suppliers are evaluated and the one offering the best price is selected. Then, the goods receipt process starts, wherein the goods are received, the invoice is verified, and the payment is made. Download now.
Template 4: E-Commerce Operations Workflow Chart With Purchase Order
If you run an e-commerce business, you can use this template to demonstrate to your stakeholders and employees, how you acquire goods and services. It uses a sequential flow, with descriptive icons and colors to present the steps from cart to purchase. The journey starts with defining shopping catalogs and forms. Requisitions are created and approved, after which the supplier delivers the requested goods and services. Each step has a dedicated text box wherein you can elaborate on the exact processes carried out.
Template 5: Document Flow Process For Purchase Order Management
Several documents, such as requisitions, purchase orders, and invoices, are created during the procurement process. These documents are crucial as they are proof of order details, approvals, expenses, and terms. They help protect both the buyer and seller in case of any issues. This template shows the document flow from requisition to the expenditure stage. For example, when the supplier completes delivery, the purchase order and invoice are matched to ensure the required goods are delivered in the right quantity. Once invoices are paid, they are added to the finance books. Get the template and help your team generate the appropriate procurement documents.
Template 6: Process Management Flowchart Showcasing Purchase Order Operations
Imagine you are a supplier; how should your team process a purchase order? You can answer the question using the process management flowchart below. The flowchart instructs employees on handling purchase orders from domestic and international customers. If it is an existing customer, you must obtain approvals depending on their outstanding dues. The purchase order dispatch process can start once the necessary approvals are gained. Get the template now!
Template 7: Business Process Modelling Flowchart For Purchase Order
Here is another flowchart template that explains the purchase process. It showcases how a purchase requisition must be created and approved before a purchase order can be issued. Depending on credit or cash payments, the purchase order will be processed accordingly. It highlights steps like the independent contract (IC) agreement, which includes the terms and conditions review details. Filling out CCPR is another step used to measure the contractor’s financial performance under contract.
Template 8: Workflow Of Electronic Data Interchange In Purchase Orders
Electronic data interchange (EDI) is how businesses exchange information in electronic format. It is a quick and efficient method of improving buyer and supplier communication. You can share documents like purchase orders, bills, and invoices through ED without sending the supplier a physical copy. This template explains the document workflow between buyer and seller in the EDI format. The three steps highlighted are - preparation of documents, translation to EDI format, and transmission. Each step has been elaborated further.
Template 9: RPA Workflow For Sales Order Purchasing
Robotic process automation (RPA) workflow can help automate repetitive purchase order fulfillment tasks. You can use software to check inventory availability, upload sales order files, and alert finance teams to verify bills and invoices. Automation can help cut down routine work and minimize human errors. The template below shows a sample RPA workflow for sales order purchasing. If you use specific ERP software or have customized business processes, you can add those steps to the flowchart. Grab the template now.
Template 10: Purchase Order Workflow For Trade Financing Network
This template highlights the role of finance in the purchase process. It presents three entities -customer, vendor, and lender. The customer submits a purchase order which the vendor approves and may request financing from a lender to complete the order. Once the lender provides financing, the vendor delivers the required goods and submits the invoice. The customer is then supposed to make payment, ensuring the vendor can then fulfill their financial obligations to the lender. A timeframe banner at the bottom of the slide also provides the timeline for financing and payables. Download now.
Simplify the Purchase Order Process with our Workflow Templates
A purchase order process involves a number of steps which can be confusing and tedious. We have simplified and laid out these steps right from identifying the need, creating a purchase requisition, to vendor selection, approvals, and the creation of purchase orders. They help to streamline your process easily with the help of flowchart templates. You can also download specialized templates for the purchase order process, approval, and documentation.
Looking for some more purchase order templates? Explore our range of pre-designed purchase order flowchart templates.
