Electronic Order Workflow
Does your company manage hundreds of invoices each month? Do employees spend valuable time verifying them and linking them to specific orders? Do you want to accelerate this process and eliminate errors? Discover AMODIT, the tool designed to enhance budget control and boost your team’s efficiency.
Once an order is approved, AMODIT reserves its value in the budget. When the invoice is settled, the amount moves into budget utilization and the workflow flags an overrun. The budget can be maintained in AMODIT, an ERP platform, or a dedicated budgeting system.
Why Implement an Electronic Order Workflow?
Who Should Use an Electronic Order Workflow?
The electronic order workflow is a universal solution suitable for any company, regardless of the industry. Whether you are a small business or a large corporations, the principle remains the same: the larger the business, the more documents need to be verified. Therefore, the implementation of the order workflow will benefit large companies the most, offering them time savings and increased efficiency.
Benefits of Using Electronic Order Workflow
Implementing AMODIT will help you streamline processes and gain easy access to up-to-date information. Here’s what you can achieve:
Link Invoices with Orders
and verify the consistency of both documents without manual verification, even when invoices are generated directly from the ERP system
Make Automatic Links
of orders with contracts
Mirror the Approval Structure
with assigned spending limits
Place Orders with Suppliers
and monitor the order status
Check Budget Utilization Levels
for the company, any departments, or expenses
Integrate with the ERP System
enabling work automation by, for example, importing the list of suppliers and products or saving the order in the system
Additional Benefits with Electronic Order Workflow
Manual and Automatic Order Creation
Orders can be either manually entered by users or generated automatically based on predefined criteria such as budget allocations, contract register, or other recurring events. The method of creating orders can be customized depending on the type of service or product being ordered.
Orders and the Contract Register
Linking orders to relevant contracts saves time and improves accuracy. By utilizing information from the contract, you streamline the order process. Additionally, you can automatically generate subsequent orders based on the contract register, reducing manual input and potential errors.
Convenient Access to the Order Register
AMODIT provides easy access to all orders, including their statuses and any related obligations in future periods.
Adhering to Competence Levels
Ensure that employees adhere to established norms and authorizations when placing orders. AMODIT checks if the user is authorized to create an order for the specified amount, referencing internal procedures and the company’s competence matrix.
Customized Approval Workflows
Orders are routed through appropriate approval workflows based on parameters such as order type, amount, supplier, and other criteria. Once all approval stages are completed, the order is ready to be sent to the supplier, ensuring compliance and efficiency.
Quick Invoice Approval
After an invoice is linked to an order, it undergoes formal verification. If all details match, the invoice is sent directly to the accounting department without needing additional signatures, as the order has already been approved. If discrepancies arise, they are flagged for re-approval, ensuring accuracy in financial processes.
The workflow is configured around the client’s purchasing rules. One example separates approval, fulfillment, and settlement and can assign each stage to a different person.
Before approval, an order request brings together the item or service, supplier, value, requested date, delivery details, and a quote or other supporting document.
Approval records authorization to purchase; it does not confirm fulfillment. An approved order may still be awaiting fulfillment or settlement. The workflow can show its current state and the person responsible for the next action, while returned requests, rejections, and fulfillment confirmations remain in the case history.
During settlement, the order remains a reference point for the invoice, contract, and supporting documents. Document-matching and value-checking rules are configured for the use case, including purchases settled across multiple documents.
Manually locating the purchase order and receipt slows invoice checks and makes discrepancies harder to resolve. AMODIT can match an invoice automatically with the relevant order and goods receipt record, including PZ or WZ documents used in Polish operations.
The workflow compares available document data and highlights differences for review. Users see the invoice, order lines and receipt evidence in one case, and the verification result can continue to the finance system.
The connection is also visible in the invoice workflow, where the cost document keeps its source links through approval and posting.
Let our specialists guide you step-by-step on how to effectively optimize your order workflow using AMODIT.
Optimize Key Areas
Finance
Automate financial workflows and reduce errors resulting from manual tasks.
Human Resources
Store all employee data in one place and simplify HR tasks through automation.
Legal
Optimize the work of your legal department – organize contracts and addenda in a single system, granting your team easy access to vital information.
Administration
Reduce delays, avoid errors, and eliminate lost documents by automating administrative workflows.
IT
Enhance project monitoring and management for your IT team with an efficient, automated system.
Frequently asked questions about order workflows
1Can a request be returned for more information?
Yes. The workflow can return a request with a comment describing the required update and route the revised request back for a decision.
2Can finance teams have visibility without approval authority?
Yes. Permissions can separate order visibility, case management, and decision authority based on each participant’s responsibilities.
3Does an order workflow replace inventory management or a full procurement system?
AMODIT can manage purchasing documents and decisions. Inventory functions, budgeting, or automated ERP execution require a separately defined scope and integration through an available system interface.