INNOVATING PROCUREMENT OPERATIONS: AN INTEGRATED PURCHASE ORDER MANAGEMENT IN THE PURCHASING DEPARTMENT

Abstract

This project aims to develop a better Purchase Order Management (POM) system for the Purchasing Department. The current system uses only Microsoft Excel and involves many separate files, which makes the process slow and complicated. To solve this, a new system was created using Microsoft Excel combined with Visual Basic for Applications (VBA). This new system combines all processes into one file and helps reduce the time needed to complete purchase orders. The report explains how the new system was designed and built by studying the best methods and tools available. It focuses on making the process easier and faster by improving tasks such as filling out forms, tracking deliveries, and recording information in the logbook. The study includes 15 purchase samples orders and were compared using both the old and new systems. The results showed that the old system took an average of 192.53 seconds per order, while the new system only took 59.65 seconds. This means the new system saved about 132.88 seconds, or 69% less time on average. The time savings were consistent across all orders. In conclusion, this project shows that using Excel and VBA together can greatly improve the speed and efficiency of managing purchase orders, making the work process easier and more effective for the department.