Flexible Document Numbering
Published on 12/08/22 |
3 min read
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Within procurement, organizations can define a documents number or code based on the type of document it is. A Bill of Materials (BOM), Purchase Order (PO), and Requisition will all have different number codes applied to them. Unfortunately, these numbers will usually differ based on the organization or entity, which leads to significant slowdowns and confusion in the procurement process. Suppliers, contractors, clients, and other stakeholders will have different names and documentation methods for the same pieces of information. Further, stakeholders may have different numbering systems for the same document with both ‘internal’ and ‘external’ numbering systems being used. As you can see, this haphazard method of organizing information leads to regular miscommunications between procurement teams, clients, and stakeholders.
One of the challenges Current SCM’s Engineering, Procurement and Construction Management (EPCM) clientele faced in their previous procurement systems was dealing with variations in document numbering methods. For example, the way in which businesses document Purchase Orders and Requisitions when operating as a purchasing agent or engaging in third party procurement would often differ. In some cases, the client would wish to assign the document number, in others they rely on the agent to do so. This would leave the user fighting their own software, which usually held the opinion that it should be responsible for numbering the documents.
Current SCM seeks to be as flexible as possible in the procurement space. To do that it needs to “play nice” in all kinds of industries and use cases. So, the Current SCM team has built the software to allow the user to opt-in or opt-out of automatic numbering on a per business basis. This allows rigid system control where desired, and flexibility where required.
Users can decide which types of documents will be automatically numbered, and what the numbering template should look like.
For example, numbering systems for a Purchase Order could follow any one of these conventions:
Within the system, users can go directly to the Document Numbering tab and quickly customize the setup for a particular document, or the methodology for an entire document category. Auto-assign will allow Current SCM to handle the assignment of future documents, automatically assigning numbers for documents in that category. Simply select which document type you want the software to automatically number, enter in your preferred numbering method, and you’re done. Current SCM will make that document numbering the default, and increase numbers sequentially based on your input.
Ensuring that your team has an effective and simple document numbering method is critical in a digital procurement environment. Current SCM’s document numbering is just one part of a much larger software, but it makes a big difference in the organization of a procurement project.
Current SCM is a supply chain management software that empowers your team to procure better. Manage your projects and regain control of your organization's project management with detailed reporting, purchase orders, materials management, workflows, and more. Our team is dedicated to making integration and implementation of Current SCM seamless. We work with you to understand your business needs and set you up for success.
Get in touch for a virtual demo with a member of our team to find out if Current SCM is the right software for you.
