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Settlement process: definition and important aspects for buyers
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The handling process in a nutshell:
A handling process describes the systematic sequence of all activities from the notification of requirements to the payment of a procurement. A clearly defined handling process is essential for purchasing, as it creates transparency, minimizes errors and increases the efficiency of procurement processes.
Example: A medium-sized company reduces the average processing time of an order from 12 to 5 working days by implementing a standardized 6-step handling process (notification of requirements, request for quotation, order, goods receipt, invoice verification, payment).
Contents
Settlement process: an overview
What is the settlement process?
The purchasing process covers all operational steps, from determining requirements and ordering to receiving goods and checking invoices. It forms the backbone of procurement management and ensures that materials and services are provided on time, in the desired quality and at optimum cost.
Core components of the settlement process
Importance of the settlement process in purchasing
An efficient handling process is crucial for smooth operations and has a direct impact on costs, quality and delivery times. In the procurement environment, it helps to optimize internal processes, conserve financial resources and increase the company's competitiveness.
Efficient implementation of the settlement process
The handling process covers all steps from the determination of requirements to invoice verification. An efficient design of this process ensures timely procurement, cost optimization and high quality of the goods and services supplied.
Practical example
Case study: Procurement of office supplies
1. determination of requirements: The marketing department reports a requirement for 50 new notepads and 100 ballpoint pens for an upcoming seminar.
2. request for quotation: The purchaser contacts three suppliers and requests quotations for the required items.
3. order processing: After comparing the offers, the buyer selects the supplier with the best price-performance ratio and creates an order in the system.
4. supplier communication: The supplier confirms receipt of the order and informs about the planned delivery date.
5. receipt of goods: When the delivery arrives, the warehouse staff check the quantity and quality of the delivered items against the order.
6. invoice verification: The invoice is compared with the order and the goods receipt. After successful verification, payment is released.
Evaluation and strategic insights into the settlement process
✓ Critical success factors
→ Process standardization: Clearly defined, documented processes reduce throughput times by up to 60%
→ Degree of digitization: Automated workflows minimize manual intervention and sources of error
→ Interface management: Smooth collaboration between specialist departments, purchasing and suppliers
⚠ Central challenges
→ Process conformity: Ensuring compliance with defined standards across all departments
→ System integration: avoiding media discontinuities between different IT systems
→ Transparency: End-to-end traceability of all process steps and responsibilities
Future trends and strategic implications:
"The evolution of the settlement process is characterized by intelligent automation and predictive analytics."
→ AI-supported demand forecasts
→ Autonomous order triggering when stock levels fall below defined minimum levels
→ Blockchain-based traceability
→ Predictive analytics for supplier performance
Conclusion on supplier evaluation
The handling process in purchasing is a complex but crucial element for a company's success. Standardized processes, digital workflows and clear responsibilities can reduce costs, ensure quality and optimize delivery times. The integration of modern technologies such as AI and blockchain will increasingly automate the process and make it more efficient. Only companies that continuously optimize their handling process and adapt it to new requirements will remain competitive in the long term.
