Purchasing a single capital equipment item is usually a pretty straight forward process. The purchasing department prepares a purchase order, sends it off to the manufacturer or selected distributor and then waits for the item to be received. However, when multiple items are being ordered from different vendors for a time sensitive, mid-sized to large construction project, a specified purchase order tracking process may be required so things don't get lost or fall through the cracks.
Purchase order tracking is a challenge in any industry, but it is especially crucial for the medical field. A reliable purchase order tracking process can improve the efficiency of your supply chain and ensure that you won’t lose pieces of valuable, or even potentially life-saving, equipment.
Here are five ways that an order tracking process can benefit your purchasing and procurement activities:
1. Confirm purchase orders are received
Manufacturers may miss the order. While this is a rarity, it can, and does, happen. This could result in not having needed equipment items, causing delays in opening that new medical facility and a loss of projected revenue.
A purchase order tracking process will confirm that the purchase orders were received, acknowledged and confirmed. If caught early on, you could simply place another order and correct that error before it affects your deadline.
2. Know where the orders are
An order tracking process allows you to know where the orders are in the filling, shipping and delivery process. Not knowing where orders are can cause serious delays in opening your medical facility.
An order tracking process lets you know if the order is still waiting to be shipped; if it is sitting in a warehouse somewhere; or if it is enroute to your receiving department.
3. Keep track of multiple delivery dates
Since you are ordering, and receiving, multiple shipments from different vendors, you usually have to oversee multiple delivery dates. Unless you have a dedicated, well-staffed, receiving department, this could seriously interrupt your normal work flow.
A purchase order tracking process will alert you, and your staff, as to when to expect the scheduled deliveries, helping to promote a more efficient workflow.
4. Reassurance you’ll meet order deadline
Unexpected delivery delays could result in not opening your facility on time, rescheduling appointments or even turning patients away. Depending on the type of product, lead times and shipping method may impact delivery dates. Receiving multiple shipments from multiple manufacturers simply adds to the problem.
A purchase order tracking process provides information which can help avoid delivery delays, providing needed assurance that your new project will be operational on time.
5. Simplify purchase order reporting
It’s easy to get overwhelmed with different purchase orders, multiple delivery dates or several hospital destinations. All of this sets the stage for things to fall through the cracks.
Instead of tracking with multiple receipts or shipment confirmations, an effective order tracking process can provide one report weekly that tracks all the shipment activity for your purchases.
CME can track your purchase orders for you so you don't have to. Our tracking process makes sure the order is received by the manufacturer, and that the requested products are being shipped in a timely manner. We then monitor the shipping process and advise you as to when to expect delivery. If warehouse space or personnel are problems, we can ship all of the equipment for your new facility to one of our 31 service centers across the country prior to project due date. We will store, stage, assemble and deliver your equipment directly to rooms and remove all trash.