Accounting Automation & Beyond

DocuPhase’s blog provides valuable insight into how your company can benefit from implementing automation & document management into existing processes.

Driving Dealership Success: Decoding Purchase Orders


Managing accounts payable (AP) processes in heavy trucking dealerships requires meticulous attention to detail. From parts and maintenance services to vehicle inventory, purchase orders (POs) play a crucial role in keeping operations running smoothly. This is where AP automation steps in—a transformative solution that simplifies workflows and enhances accuracy.

Understanding Purchase Orders 

Purchase orders are the backbone of dealership-supplier transactions. These formal documents specify the products or services needed and act as contractual agreements detailing quantities, prices, and delivery dates. Each PO includes several key components: 

  • PO Number: This unique identifier aids in tracking and referencing. 
  • Date: The issuance date of the PO. 
  • Supplier Information: Including the name, contact details, and address of the supplier. 
  • Item Details: Descriptions, quantities, and unit prices of the requested items. 
  • Terms and Conditions: Payment terms, delivery instructions, and other relevant conditions. 

Understanding these elements not only enhances internal processes but also strengthens relationships with suppliers.

Overcoming PO Hurdles with AP Automation 

Imagine sifting through piles of paper, manually entering data, and cross-referencing documents. It's no wonder manual PO processing is prone to errors, leading to financial discrepancies. Without automation, tracking the status of POs and ensuring timely deliveries becomes a major challenge, impacting inventory management and vendor interactions. Let’s take a closer look: 

  • Manual Entry Errors:
    Manual entry of POs often results in errors due to typos, misinterpretations, or oversight. AP automation systems capture data directly from electronic POs and invoices, ensuring accuracy from the source. This eliminates human-induced errors, such as data entry mistakes, and improves consistency in PO processing. As a result, financial data becomes more reliable, and costly mistakes such as overpayments or underpayments are minimized.
  • Delays in Processing and Approvals:
    Handling POs manually can be a real bottleneck. Think about it—each step, from processing to approvals, takes time and can slow down your whole operation. But with AP automation, everything speeds up. It generates POs faster, automatically sends them for approval, and gives you real-time updates on their status. That means smoother operations, quicker project turnarounds, and a lot less waiting around. 
  • Lack of Visibility and Tracking:
    When you're tracking POs manually, it's like trying to navigate in the dark—it's hard to keep up, deadlines get missed, and relationships with vendors can strain. Effective inventory management hinges on getting deliveries on time and knowing exactly where your orders stand. AP automation changes the game by giving you real-time visibility into every step of the AP process. That means you can ensure deliveries are timely, keep your inventory levels spot-on, and maintain strong connections with your vendors—all with confidence and ease.

Unleashing PO Automation Benefits 

PO automation isn't just innovative—it's a lifesaver for dealerships. Studies reveal that by adopting advanced AP automation solutions, a mid-sized dealership can slash errors by a whopping 30%. That's not all. It streamlines how POs are managed, cutting processing times in half and supercharging order fulfillment efficiency. The result? Happier customers and vendors alike. Plus, with real-time tracking and visibility into PO status, dealerships gain total control over their purchasing processes. And when AP automation seamlessly integrates with accounting, inventory management, and other DMS systems, operational efficiency skyrockets. 

Effortless PO Handling with AP Automation 

Streamlining PO handling through AP automation, powered by AI-driven Optical Character Recognition (OCR), revolutionizes how businesses manage invoice processing, payment approvals, and PO matching. By automating these critical processes, companies can significantly cut down the time and effort needed to handle large volumes of complex POs with multiple line items.

For heavy trucking dealerships, where dealing with extensive and detailed POs is the norm, adopting AP automation has proven immensely beneficial. These dealerships have seen remarkable reductions in processing times and substantial improvements in accuracy. This shift allows them to refocus efforts on core business operations rather than getting bogged down by administrative tasks.

Beyond simply smoothing out approval workflows, AP automation ensures adherence to payment terms and mitigates the risk of human error. Embracing these advanced technologies enables businesses to achieve higher efficiency levels, boost financial management practices, and ultimately drive superior business outcomes.

A survey by Gartner indicated that companies with automated purchase orders experience a 20% reduction in costs associated with supplier payments and invoice processing.

Implementing Purchase Order Automation in Your Dealership 

Transitioning from manual to automated PO management in your dealership can transform efficiency and streamline operations. This shift involves several critical steps that pave the way for enhanced productivity and cost-effectiveness. Here’s how to get started: 

  • Step 1 – Assess Current Processes: Begin by identifying inefficiencies and pinpointing areas where automation can bring significant improvements. Collaborate with a partner who can help you uncover these inefficiencies and offer practical solutions. The ideal AP solution involves not just suitable software, but also a company that acts as a partner, dedicated to your success.
  • Step 2 – Choose the Right Automation Software: Choose an AP automation solution that integrates smoothly with your dealership's existing DMS systems. This ensures compatibility and enhances overall efficiency. 
  • Step 3 – Train Staff: Implement comprehensive training programs to empower your staff with the skills needed to leverage automated systems effectively.
  • Step 4 – Monitor and Optimize: Continuously monitor automated processes, analyze performance metrics, and make necessary adjustments to improve workflow efficiency and overall performance. 

This shift isn't just about embracing new technology—it's about empowering your team and optimizing every aspect of your dealership operations. By following these steps and committing to continuous improvement, you'll unlock newfound efficiency and set the stage for success in the heavy trucking dealership industry. 

Elevate Your Dealership with Automated PO Management 

Modernize PO automation with a robust feature set and tailored solutions. Adopting an AP automation solution allows for seamless integration with your current DMS to deliver unmatched accuracy and efficiency throughout the PO lifecycle. Here’s how it delivers: 

  • Increased Accuracy: By eliminating manual data entry and reducing human error, automation ensures precise PO management. This process easily includes 2-way and 3-way matching of POs to invoices and receipts. This precision strengthens vendor relationships and enhances financial integrity.
  • Time Savings: Automating PO workflows dramatically accelerates processing times, allowing staff to shift focus from mundane administrative tasks to more strategic endeavors.
  • Improved Inventory Management: Real-time visibility into PO statuses and inventory levels empowers better inventory tracking and control. Dealerships can optimize stock levels, reduce stockouts, and enhance order fulfillment efficiency.
  • Cost Reductions: Automation minimizes operational costs associated with manual PO processing. By reducing the need for manual labor and preventing costly errors, dealerships can achieve significant cost savings.

According to a study by APQC, manual purchase order processing can cost organizations up to $506.52 per PO, highlighting the potential for significant savings through automation.

Take Charge with PO Automation 

Ensuring an accurate and efficient PO process is vital for heavy trucking dealerships' success. Embracing AP automation enables dealerships to streamline PO management, boost operational efficiency, and strengthen vendor relationships.

Interested in elevating your AP team's efficiency through automation? Schedule a demo today and discover how DocuPhase can modernize your heavy trucking dealership's accounts payable processes.


A leader in Enterprise Automation software, DocuPhase delivers document management, workflow automation, and capture tools designed to help your enterprise stay organized and meet evolving technology and business needs.