Purchasing
Sales Operations
Product Article Master
Logistics
Finance
- Accounts Payable
- Invoice verification & posting invoices
- Making payments to vendors & queries
- Goods receipt and invoice receipt clearance
- Analyze vendor open line items
- Overhead cost invoices
- MIRO Posting
- Accounts Recievables
- Scheduling a dunning run
- Settling customer payments & queries
- Self-billing of customer’s invoice
- Bank reconciliation
- Customer Invoice Clearance
- Sales Order Booking
- Daily Credit Run
- Releasing Green Orders
Market Research
Order Confirmation
The Purchasing Department of Würth Business Services is equipped with a team of highly experienced procurement and purchasing professionals. We are instrumental in fulfilling the business-specific requirements by handling different processes related to Purchasing and serving customers across the globe. Among many non-core procurement and Purchasing-related processes handled by us, Order Confirmation is one of the major processes.
In this process, we send the Purchase Order (PO) to the selected supplier based on requirement and costs through an email. Then the supplier replies to the mail with Sales Order (SO). This SO document is a quotation that includes quantity to be delivered, material type, costs, delivery date, and other information related to the order. Once the details in the PO and SO match, we update the purchase order confirmation status in SAP system. Our Purchasing Team thoroughly checks every detail and then confirms the order. This way, customers’ sales representatives can know that the order has been confirmed and will be received within the delivery date. However, if there are any discrepancies in SO, we contact the supplier and solve the discrepancies.
Work Flow
WORK FLOW OF THE PROCESS
01. Send
Send Purchase Order (PO) to the selected supplier
02. Receive
Receive Sales Order (SO) from the supplier
03. Compare
Compare each detail in PO and SO
04. Confirm
Confirm order if the details match
05. Solve
Solve discrepancies if any
Benefits
Value-added
BENEFITS OF OUR CUSTOMERS
☞ Avoid the potential delays in operations with confirmation of orders
☞ Maintain accurate records and get timely updates for the confirmed orders
☞ Save time required to solve discrepancies in confirmation
Transition
TIME TAKEN FOR TRANSITION
Step 1
Analysis of requirements – 1 Week
Step 2
Documentation – 1–2 Weeks
Step 3
Create framework – 1 Week
Step 4
Step-by-step implementation – 2 Weeks
Step 5
Transfer – 1 Week
Case study:
Streamlining the Order Confirmation Process to Accelerate Business Operations
Introduction:
In today's fast-paced business environment, efficient order management is crucial for ensuring streamlined operations and timely production schedules. One of the major steps in order management is confirming the order. Würth Adams Nut & Bolt Company recognized the need to enhance operational efficiency and reduce potential delays in production schedules. The company transferred the Order Confirmation process to Würth Business Services. This case study highlights how we successfully supported them in executing the process, resulting in improved accuracy, faster turnaround times, and enhanced customer experience.
Problem:
Prior to implementing the Order Confirmation process, our company faced several challenges. The existing manual process took a lot of their time and the focus on core operations wavered. The communication with the supplier needed them to invest so much of their time and the cost incurred in hiring in-house resources was also high. Furthermore, the discrepancies between the Purchase Order (PO) and Sales Order (SO) documents often occurred and the company needed to invest more time and resources to solve them. This resulted in delayed order confirmations and led to delays in production schedules.
Solution:
To address these challenges, Würth Business Services implemented a comprehensive service to streamline our order confirmation process. The key components of our solution included:
We established a collaborative portal, SAP system, to streamline the process and ensure a smooth coordination. The customer mentioned the delivery timeframe and costs along with product specifications in Purchase Order (PO). As we received PO, we sent them through an email to the selected supplier. The supplier replied with the Sales Order (SO).
Our Purchasing Support Team then compared the details in the PO and SO documents. This enabled real-time matching and validation, highlighting any discrepancies or inconsistencies between the two documents. By identifying these issues at an early stage, we significantly reduced the time and effort required to resolve them. If the details matched, we confirmed the orders in SAP system. The portal also provided real-time status updates, ensuring transparency and effective communication between our Purchasing Support Team and the customer. Once the customer logged in to the portal, the confirmed orders are visible. This gave assurance that the orders will be received within the delivery timeframe.
Results:
The implementation of our streamlined Order Confirmation process yielded impressive results for Würth Adams Nut & Bolt Company. Key outcomes included:
1. Improved Accuracy: By comparing and validating POs and SOs, we eliminated the errors. With our competent workforce, the accuracy of Order Confirmation significantly increased, reducing the number of incorrect deliveries and subsequent delays.
2. Cost Saving: With the economical workforce expenses for the Indian employees, the customer was able to save significant costs by eliminating the need to hire in-house resources and pay them as per the professional charges in the U.S.
3. Enhanced Efficiency: In the month of June 2023, we entered 2,403 lines of Order Confirmation and saved almost 104 hours for the customer. This led the customer to focus on core operations and enhanced operational efficiency. Our Purchasing Support Team also quickly identified and resolved any discrepancies, resulting in faster order processing and improved turnaround times.
4. Strengthened Supplier Relationships: We utilized a professional approach to resolve discrepancies, coordinate with suppliers, and gain real-time updates on the order status. By maintaining transparency, we focused on strengthening the supplier relationships, fostering a more productive and efficient partnership.
Conclusion:
By executing the Order Confirmation process, Würth Adams Nut & Bolt Company achieved significant improvements in operational efficiency. The implementation of SAP system, comparison and validation, and a collaborative approach with suppliers led to faster order processing and enhanced accuracy. We continue to prioritize process optimization to ensure a seamless Order Confirmation experience and maintain our commitment to delivering exceptional customer service.