Cut 90% PO Errors in Tiruppur Factory — Proven in Just 30 Days!

🧩 The Problem

This Tiruppur-based apparel unit was drowning in operational chaos:

❌ Purchase Order errors were frequent — wrong quantities, wrong vendors, and duplicate entries
📃 Purchases happened over WhatsApp and phone calls — no central record
🧍‍♂️ The factory manager was constantly chasing vendors for updates
📦 There was no proper system for tracking inventory and deliveries
🧾 Payment follow-ups and advance settlements were manual, causing frequent confusion
📊 The management had zero visibility into what was ordered, what was delivered, and what was paid

💡 The Solution

The factory plugged into our ERP system — no extra staff, just smart tools. Here’s how they fixed it:

1️⃣ Step 1: Smart Dashboard Setup :-

A visual dashboard was created showing open POs, pending deliveries, vendor-wise spending, and duplicate entries — all in one view.

2️⃣ Step 2: PO Module Activated :-

Each PO was generated through the ERP — vendor selected from master, item auto-filled, GST/tax calculated, and approval taken through the system.

3️⃣ Step 3: WhatsApp + Approval Flow

Purchase requests were raised by supervisors → approved by owners → instantly notified via WhatsApp with PDF copy to vendors. Zero confusion.

4️⃣ Step 4: Vendor & Item Control :-

Vendors were mapped with item-wise rates, eliminating overcharging.
Historical purchase rates were always visible for comparison —
No more unauthorized or impulsive buying.

5️⃣ Step 5: Error Flags + Reports :-

If the same item was added twice or there was a rate mismatch, the system triggered an instant alert.
Weekly reports highlighted all mismatches and delays, making it easy to take quick action.

📊 The Result

✅ 90% drop in PO mistakes
✅ ₹12.5 Lakhs saved in wrong purchases & advance settlements
✅ Factory staff spent 3 hours less per day on chasing vendors
✅ Payment history, delivery status, and order tracking was just 1 click away
✅ Owner got full control without calling anyone

🔍 Why It Worked

Simple:
⚙️ System took over approvals, not people
📱 WhatsApp kept all parties aligned
📊 Visual dashboards meant nothing was missed
📦 Inventory stayed synced with purchase