Streamlining P/O & S/O Approval and Operational Process
Challenges Faced
The client was facing major challenges in managing their Purchase Order (P/O) and Sales Order (S/O) approval processes. Delays, miscommunication, and lack of visibility between teams were leading to operational inefficiencies, longer turnaround times, and frequent approval backlogs.
Operational Challenges
- Manual and Time Consuming Approvals
- Lack of Process Transparency
- Unorganized Communication with Vendors and Customers
- Limited Control, Accountability & Decision Making
Our Assessment
Conducted process mapping workshops
Mapping every step of P/O and S/O cycles.
Identified key bottlenecks
Reducing manual work through digital RFQS, quotations, and automated notifications
Analyzed approval hierarchies
Enabling real-time visibility of requests and approvals for all stakeholders.
Defined needs & control checkpoints
Reducing manual work through digital RFQS, quotations, and automated notifications.
Our Resolution Plan
Process Discovery & Analysis
We conducted workshops with the Purchase, Sales, and Operations teams to
understand their existing workflows, bottlenecks, and dependencies. Each pain
point was mapped against the expected outcome in the new system.
Workflow Redesign
We redesigned the P/O process to streamline approvals and vendor interactions,
automating quotation comparison and order generation for faster execution. For the S/O
process, we structured the approval workflow and automated order creation after customer
confirmation, improving coordination and visibility across teams.
System Automation
We configured automated approval hierarchies based on user roles. Notifications and
status updates were built into the system so each step – from quotation to final approval
could be tracked easily.
Integration and Testing
We integrated a custom approval workflows with the Odoo ERP and ensured smooth data
exchange between the CRM, sales and vendor modules. The process was tested with live
scenarios to validate accuracy and efficiency.
Training and Rollout
We trained all departments on how to use the new approval system on Odoo. Step-by-step
manuals and guided sessions helped teams adapt quickly.
How It Helped the Client's Operations?
- Automated routing and notifications reduced the approval process by 80%.
- The new system brought purchase, sales, and management teams onto a single digital platform, reducing miscommunication and improving visibility.
- All teams could now see the real-time status of any order or request – no more lost emails or pending clarifications.
- Vendors received clear RFQs, and customers got faster responses, building stronger business relationships.
- Every step - from request to approval – was logged, ensuring accountability and easy tracking for audits or reports.
Improved P/O workflow
Improved S/O workflow
Developed system
Request for Purchase
Developed system
Purchase comparison
Developed system
Approve Purchase
Developed system
RFQ comparison
Developed system
RFQ Dashboard
Developed system
Purchase comparison by status
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