CSMART Order
Manage your
orders and inventory efficiently

The supplier purchasing cycle represents the stages a company goes through to acquire goods necessary for its operations. The key stages of the cycle are:

• Supplier selection (a good quality-price ratio)
• the creation of funding requests,
• the generation of purchase orders and delivery notes
• the receipt of goods or services
• invoice verification, and supplier payment.

A smooth execution of the supplier purchasing cycle is crucial to ensure effective procurement management, optimize cash flow, and maintain good relationships with suppliers.

Invoice verification ensures a match between invoiced amounts and placed orders. Rigorous control allows for quick detection and correction of errors (duplicates, overcharges…). This way, you avoid incorrect payments and financial losses. It also ensures compliance with conditions negotiated with suppliers, which strengthens transparency and trust in transactional relationships.

Companies face several challenges during the supplier purchasing cycle, including managing delivery and payment deadlines, maintaining product quality, and controlling costs. Furthermore, ensuring effective communication with suppliers throughout the cycle is not easy, as it requires respecting contractual conditions, avoiding errors in orders or invoices, and efficiently managing inventory to prevent stockouts or surpluses. Managing potential disputes is also a common constraint that requires attention to ensure a smooth and efficient purchasing cycle.

The supplier purchasing cycle has a direct impact on inventory management, as it determines the availability of goods. Effective management of the purchasing cycle ensures inventory availability without falling into stockouts (causes of production blockage) or surpluses that increase storage costs and spoilage risks. The purchasing cycle and inventory management are closely linked. A company can better balance supply and demand by optimizing both.

Maintaining clear and regular communication is crucial for fostering a good supplier relationship. It is essential to define precise mutual expectations and adhere to agreed payment terms. Establishing robust and transparent contracts is important to prevent potential misunderstandings. Prompt identification of anomalies helps resolve issues quickly, thereby strengthening collaboration with your suppliers.

CSMART Order encompasses all process stages, from procurement requests to invoicing. It generates quotes, automatically creates purchase and delivery orders, and produces online invoices in the standardized electronic invoicing format. The software also allows for viewing the status of each supplier (outstanding amounts, unpaid invoices, disputes, etc.). This data centralization reduces errors and optimizes the procurement process.

The supplier procurement cycle software features comprehensive dashboards. Integrated indicators, such as delivery times, total cost of purchases, average cost per order, invoice compliance rate, and others, provide enhanced visibility across the entire cycle. The ERP collects and analyzes this data in real-time, generating detailed reports for each supplier. This visibility assists you in identifying optimal suppliers and making informed decisions to enhance collaboration with your suppliers.

Yes, CSMART Order enables real-time inventory management. It automatically monitors goods receipts and dispatches as soon as an order is placed, a product is shipped, or stock is replenished. This provides instant visibility into available stock levels, reduces the risks of overstocking or stockouts, and assists in better planning of purchases and sales.

Businesses that manage orders, whether small, medium, or large, can utilize CSMART Order. This includes retail businesses, wholesalers, distribution companies, manufacturers, and purchasing centers. CSMART Order is particularly beneficial for those seeking to centralize their operations, optimize inventory management, enhance sales tracking, and provide superior customer service.

Yes, CSMART Order complies with local and international laws, such as GDPR for data protection, VAT for fiscal requirements, and Factur-X for standardized electronic invoicing. CSMART is registered as a partner dematerialization platform (PDP) by the tax administration.