The purchase order is one of the important documents in the business’s operations. As we all know, Singapore is a major business center for retail, manufacturing, import/export, hospitality, and many more businesses, so processing purchase orders is a part of their daily basis. It is important to ensure that each step in document processing works accurately, particularly in data extraction, to avoid errors that can affect the entire process and result in penalty fees, as errors can be interpreted as noncompliance with regulations. This article will help you with a comprehensive guide on purchase order extraction for Singapore businesses in just 5 steps.
1. Collect and Centralize Purchase Order
Purchase order can come from any kind of source with different formats, such as PDF, scanned images, Excel, and more. To make it easier for you to extract and collect all POs and ensure that all document formats are ready for processing. By collecting and centralizing them, you do not need to search again and prevent the risk of missing documents.
2. Pre-Process the Purchase Order
Before starting the extraction process, make sure that all files are properly prepared. Start by renaming files with a clear identifier, such as the PO number, date, or vendor name. This makes things easy to track. Also, eliminate any duplicate POs to avoid double entries and misunderstandings. The quality of images in scanned documents must be checked. Ensure that the image is clear and not blurry, as this can lead to incorrect extraction. If you’re using a manual or software with limited access, you can convert all formats first into one, such as PDF.
3. Extract Key Purchase Order Data
Once the documents are organized, the next step is to extract details from each PO. The key field for Singapore business including :
– PO number
– Date
– Vendor name
– item description & quantity
– Unit price & total
– GST amount
4. Validate and Cross-Check Data
After data has been extracted, it is important to review it to ensure there are no errors, such as incorrect item codes or missing GST. You can compare the results with internal data or invoices to ensure accuracy. Using advanced technology like OCR can help you in these tasks because it processes faster with high accuracy, so you do not need to do multiple checks.
5. Export and Integrate with Business System
Export the extracted PO data into commonly used formats such as Excel or JSON. You can also export it directly into your existing business system or accounting software. This integration ensures data is immediately available for reporting and payment processing.
Fintelite, the Solutions for Purchase Order Management for Singapore Businesses
As discussed above, we can conclude that OCR can streamline workflow and steps when extracting purchase order, and Fintelite OCR can be the best solution for business. Aside from its exceptional speed and precision, Fintelite covers all PO formats without having to convert them first. It definitely saves time and effort. It is also certified by trusted institutions, ensuring that business data is adequately protected.
