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So you know what procurement is
And you probably are more than familiar with accounting
But do you ever stop to think about the relationship between the two of them?
How does developing strategies to source the best materials help your company to save money? How can having better accounting practices create better procurement outcomes?
That and more are going to be covered in this blog.
Ready?
What’s Procurement Accounting?
In simple terms, procurement accounting bridges the gap between procurement, the process of sourcing and acquiring goods and services, and accounting, the financial aspect of those transactions. From the moment you decide to acquire a product for your company to the critical time when payments must be made, and of course, keeping records accurate. Procurement accounting takes care of everything.
The ultimate benefit?
You can know where your money is going and discover ways to optimize your spending.
Categories of Procurement Accounting
Direct Procurement
This involves acquiring goods and services directly related to your core business operations. For example, it could be:
- Raw materials for manufacturing
- Equipment and machinery
- Components needed for product assembly
Indirect Procurement
These are goods and services that are still supporting your business but aren’t directly involved in creating your product. Some of the most common are:
- Office supplies
- Marketing services
- IT support and software programs
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Benefits of Effective Procurement Practices in Accounting
Okay, yes, procurement is important but what about its impact on accounting?
Cost Reduction
See, we told you that it’d help you to save money.
Think about it: if you are able to partner with suppliers that not only give you a competitive price but also provide you with quality and reliable delivery times, won’t your productivity and opportunities to build up more sales increase?
Strategic sourcing also allows you to:
- Identify and eliminate unnecessary expenses
- Leverage bulk-purchasing discounts
- Optimize supplier relationships for better pricing
Better Financial Control
1+1=2, right?
If you feel more confident with your expenses, you can be better prepared to gather all your financial data and thus keep a more accurate control over the allocation of your resources.
This means that you can:
- Monitor expenses in real-time
- Identify cost overruns early
- Ensure compliance with budgets and financial plans
Fraud Protection
That’s right, another fundamental advantage of seeing procurement and accounting as an integrated process is that by doing that, you can develop mechanisms to prevent fraud and manage possible risks that can entirely affect your operations.
Here’s how:
- Implement checks and balances
- Conduct regular audits
- Establish robust approval processes
Best Practices for Procurement
Define your needs
That’s right, the best place to start is with a clear understanding of what you are aiming to achieve, go over your past requirements, and engage in conversations with your current stakeholders, don’t forget to set a budget if you don’t have one already.
An additional good habit is to keep a close eye on the market, could there be any problems within your industry that would require you to make adjustments?
Establish good processes
The perfect companion for success?
Friendly but solid processes
How can you be sure that your team is following the right parameters when choosing a supplier? What about the limits or criteria for making a purchase? And let’s not start with approval routes.
Processes are the basis of any good procurement activity.
Use Technology
Do you sometimes wish for a secret capable of making procurement less…tiresome?
Well, while the use of technology might not be exactly a secret, it certainly has that ability.
From automating routine tasks to providing you with real-time visibility into every touchpoint of your operations, choosing to work with a procurement software is probably the best decision you can make for your business.
How Can You Align Procurement and Accounting?
Collaboration between procurement and finance teams
Encourage regular communication between procurement and finance to:
- Align procurement strategies with financial goals
- Share data and insights for better decision-making
- Resolve payment and invoicing issues quickly
Key performance indicators (KPIs)
Track KPIs that reflect both procurement and financial performance, such as:
- Cost savings achieved
- Supplier payment accuracy
- Procurement cycle times
Streamlining payment processes
Efficient payment processes reduce delays and improve supplier relationships. Consider:
- Automating invoice processing
- Negotiating favorable payment terms with suppliers
- Implementing electronic payment systems
Challenges in Procurement Accounting
Poor processes
You can say this with us again: Structured processes are your best friend.
Not having a specific direction when it comes to purchasing a new product, managing contracts, or asking for approval can not only put a strain on your team’s productivity but also cause significant delays in your operations.
Lack of visibility
Picture this: you have to make an important decision for the next financial quarter regarding a supplier, as you don’t have a digital system, you need to rely on manually recorded data that, you know, is prone to mistakes and inaccuracies.
The result?
You end up making the wrong choice
Compliance issues
It’s not a surprise that as our world keeps evolving, governments feel the urge to add more regulations, especially for ESG matters, so if you don’t to see your business fined or in peril of losing its precious reputation, you must remain alert with relevant laws, regularly auditing compliance practices, and implementing strong internal controls to ensure all procurement activities meet regulatory standards.
The Future of Procurement Accounting
Artificial intelligence will be everywhere.
AI and automation can make your life a lot easier. They take care of repetitive tasks, reduce errors, and provide you with real-time insights into your procurement data. Plus, with predictive analytics, you’ll be able to make better decisions faster and plan more effectively.
Sustainability, for real.
If you’re aiming to make your procurement process more sustainable, it starts with choosing the right partners. Work with environmentally responsible suppliers, put ethical sourcing policies in place, and keep an eye on the environmental impact of your purchases. You can bet that your customers will appreciate the change, and so will our planet.
Important Terms for Procurement Accounting
Month-End Close
The process of wrapping up your business’s financials at the end of each month to ensure everything is accurate and ready for reporting.
Payables are the bills you owe, and receivables are the payments you’re expecting—both are key to managing cash flow.
Converting financial records from accrual accounting (when transactions are recorded) to cash accounting (when money changes hands).
A clear record of all financial transactions helps you track every dollar and ensures transparency and accountability.
Keeping an eye on your cash flow to make sure you have enough money on hand to cover expenses and stay financially healthy.
Key Takeaways
- Procurement accounting connects the financial and operational sides of your business, ensuring accurate tracking of spending, supplier payments, and financial reporting.
- Direct procurement focuses on items essential to your core business, while indirect procurement supports operations. Both are critical for maintaining efficiency and controlling costs.
- Strategic sourcing, supplier negotiations, and streamlined processes can significantly reduce costs and improve financial performance.
- Tools like AI, blockchain, and IoT help automate tasks, provide real-time data, and improve decision-making in procurement processes.
- Strong communication and aligned KPIs between procurement and finance enhance financial control, improve cash flow, and reduce procurement cycle times.
- Staying compliant with regulations and implementing risk management strategies minimizes legal risks and protects your business from fraud and supply chain disruptions.
- Ethical and sustainable procurement practices are becoming essential. Partnering with eco-friendly suppliers and monitoring your environmental impact keeps your business relevant and responsible.
- Issues like poor supplier evaluation, lack of visibility, and resistance to change can be addressed with proper planning, training, and technology adoption.
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