Whether its customers calling in about late shipments or your warehouse accidentally shipping incorrect items, sales order disputes can impact customer satisfaction. Order disputes can arise as a result of several different situations, such as:
- Price variations of the goods that appear on the order vs. the invoice
- Sales tax and shipping costs inaccuracies
- Keystroke errors from manually entering orders
- Differences in the terms of sale on the PO and the invoice
As a consequence, payment delays occur because customer service teams have to reprocess the orders and exceptions. Customer service is strapped for time as it is, and it’s challenging to take the time needed to adequately review all customer purchase orders for accuracy before processing.
Unfortunately, inaccurate orders result in inaccurate customer billing. If customer service had the time to manually review orders line by line for accuracy, there would be any number of exceptions found (e.g., PO with the wrong price or unacceptable terms and conditions of sale). No matter the exception so begins the tedious task of rejecting or reprocessing the order. Emails back and forth, requests made for an updated order to be re-sent, inventory put on hold, credits applied, verification for price adjustments … and this can go on and on for weeks.
Getting orders entered right the first time shortens the timeline to billing. By streamlining your entire procedure for customer communication, order processing, invoicing, and collecting payment for an order you’ll speed up cash flow, cut costs and serve your customers better in the long run. So, where is this Utopia found?
In the world of inbound customer sales order automation. From having visibility of all received sales orders into a single queue (by email, EDI, fax orders) to automatically extracting data from the document (e.g., customer name, PO number, ship to address, quantity, etc.) and comparing the data against information stored in your ERP, automation provides customer service a streamlined approach to approve orders or handle exceptions.
Technology like sales order automation has a role to play in implementing best-in-class strategies for order-to-cash (O2C) success. No need to avoid new technology from fear of costs, effort or change — these investments are necessary to remain competitive. Order automation can be implemented at a reasonable cost for companies processing as few as 500 orders a month and scalable to handle over 500,000. Speeding up the overall O2C process means speeding up your cash flow, reducing costs and running your business more efficiently overall.
Efficient O2C processes play a large role in the customer experience and company success — unfortunately, they can be a challenge to attain when you have different teams working towards different goals. Download your copy of this eBook to start creating a positive customer experience with a proactive solution.