ESSENTIAL PROCURE-TO-PAY PHASES
ESSENTIAL PROCURE-TO-PAY PHASES

Is it critical for small businesses to prioritize the purchase-to-pay cycle?” Are you facing difficulties in managing various invoices and bills to be paid by your organization? Do you encounter challenges in coordinating the procurement of goods and services with multiple departments or vendors? If so, you’re not alone. The Purchase to Pay cycle provides the answers to these and other queries. 

The P2P plays a vital role in ensuring effective financial management and optimizing business operations. It facilitates efficient purchase approvals, timely vendor payments, and accurate recording of financial transactions, thereby enhancing your business’s overall accounting health. 

What is the Procure-to-Pay Cycle?

 This process typically involves several steps, such as identifying a need for a particular good or service, issuing a purchase order to a supplier, receiving the goods or services, and then paying the supplier for those goods or services. The procure-to-pay cycle is the overall process of managing a company’s financial obligations to its suppliers, while accounts payable is a specific part of the procure-to-pay cycle that involves recording and managing the outstanding invoices from suppliers and making payments. 

The goal of the procure-to-pay cycle is to ensure that the business can acquire the goods and services it needs in a timely and cost-effective manner, while also managing its financial obligations to its suppliers in a responsible and organized way. This can help to improve the overall efficiency and profitability of the business.

A fundamental procurement procedure called procure-to-pay (P2P) often referred to as purchase-to-pay (P2P), is made to find and pay for the services and/or raw materials that a company needs to generate complete linked items.

The Entire Procure-to-Pay Process

The procure-to-pay procedure is outlined in the next few steps. However, it is fairly unusual for businesses to further divide each of these stages into smaller ones.

Entire Procure-to-Pay Process

Step 1: Determination or Requirements

 

Order placement is the first step in the procure-to-pay process. The procurement and sourcing teams receive internal requests from many areas of the company. This request for resources is referred to as a “requisition order.” Orders can be placed via an organization’s ERP system’s various features or the procure-to-pay site. A central P2P platform will make it easier to keep track of orders.

Step 2: Source Determination

 

Source determination refers to the process of identifying and selecting the most appropriate suppliers for the goods and services that a company needs. This process typically involves a number of steps, including evaluating potential suppliers based on criteria such as their ability to meet the company’s requirements, their prices, and their past performance.

Step 3: Vendor selection

 

Requisitions must first receive the Chief Procurement Officer’s approval before being processed and delivered to the vendor. These requisitions can then be presented to approved suppliers who have already been screened and investigated during the supplier step after approval.

 

To fulfill the requisitions, these suppliers will be contacted. Typically, they are already well familiar with the buyer’s procurement systems.

Step 4: PO processing

 

PO is involved in managing and tracking the purchase orders that a company issues to its suppliers. Once the purchase order has been sent to the supplier, it is typically entered into the company’s procurement or enterprise resource planning (ERP) system, where it can be tracked and managed throughout the P2P cycle.

As part of the purchase order processing, the company may also need to manage any changes or updates to the purchase order, such as changes in the quantity or delivery date of the goods or services being procured.

In addition, the company may need to reconcile the purchase order with the supplier’s invoices to ensure that the goods or services were provided as specified in the purchase order and that the correct prices were charged. it helps ensure that the company is able to obtain the goods and services it needs in a timely and efficient manner.

Step 5: Order Monitoring

 

Order monitoring is a process of tracking and managing the status of a company’s purchase orders throughout the P2P cycle. This typically involves using the company’s procurement or enterprise resource planning (ERP) system to monitor the status of each purchase order, including information such as the expected delivery date, the number of goods or services being procured, and the current status of the order (e.g., pending approval, in progress, or completed).

Step 6: Goods Receipt

 

After that, the vendor fulfills the PO. They provide the customer with the specified goods. Acknowledging the receipt of the items, inspecting them, and adding them to the inventory.

The order confirmation and the advanced shipment notice (ASN) are two documents that frequently go with the receipt of goods.

Step 7: Invoice Verification

 

Invoice verification is an important step in the P2P cycle, as it helps ensure that the company is only paying for the goods and services that it has actually received. By verifying the accuracy of the invoices, the company can avoid overpaying for goods or services, or paying for goods or services that were not delivered as agreed.

The invoice verification process typically involves a number of steps, such as checking the invoice for any errors or discrepancies, comparing the invoice to the purchase order and other relevant documentation, and reconciling any differences that may be identified. In some cases, the invoice verification process may also involve obtaining approval from the appropriate parties within the company, such as the finance department or the department that requested the goods or services.

It helps ensure that the company is able to accurately track and manage its spending on goods and services, and avoid any potential errors or overpayments.

Step 8: Payment

 

The final step of the procure-to-pay cycle involves paying the invoice. The accounting division of an organization typically approves this.

How to improve cash flow with the P2P cycle

There are several ways that a company can improve its cash flow through effective management of the procure-to-pay (P2P) cycle:

1.Reduce lead time:

By reducing the time it takes to complete the P2P cycle, a company can minimize the amount of capital tied up in unpaid invoices and bills. This can be achieved through streamlining processes such as vendor selection, purchase order creation, and invoice processing.

2.Negotiate better terms with suppliers:

By negotiating longer payment terms or bulk discounts with suppliers, a company can free up cash that would otherwise be tied up in paying invoices.

3.Implement an electronic invoicing system:

By switching to electronic invoicing, a company can reduce the time and effort required to process invoices, freeing up cash that would otherwise be tied up in manual processes.

4.Monitor and manage accounts payable:

By closely monitoring AP and taking steps to reduce the amount of time it takes to pay invoices, a company can improve its cash flow and avoid late payment penalties.

Why it’s crucial to use procure to pay

Control and visibility over a transaction’s whole lifespan are provided through procure to pay. Additionally, the process involves a variety of organizational areas, including purchasing, production, accounting, etc.

Effective management of the P2P cycle is essential for any business and can help a company to operate more smoothly and efficiently, while also building strong, mutually beneficial relationships with vendors.

Manually carrying out P2P cycle duties can result in inefficiencies such as delayed or duplicate payments, payments done without internal approval, inaccuracies in documentation, and more. The accounts payable (P2P) procedure is necessary to be streamlined and automated with the aid of best-outsourced accounting services. The top Procure-to-Pay software like Oracle NetSuite and QuickBooks are mainly used in outsourcing accounting services for small businesses.

Conclusion

The procure-to-pay (P2P) cycle encompasses the entire process of acquiring goods or services, from identifying the need to paying the invoice. An optimized P2P cycle can lead to reduced lead times, improved supplier negotiations, and reduced exposure to errors or fraud. IBN Tech offers professional outsourcing account payable services to enhance the efficiency of your core business operations and achieve growth through effective strategies Our team has extensive experience with P2P accounting software that can significantly simplify your financial management. We invite you to reach out to us promptly for a consultation with our experts or to discuss your requirements for outsourcing procure-to-pay software.