Simplifying Purchase Order Management for a Global Manufacturer
Vault Pressure Control (Vault), a global manufacturing company, faced inefficiencies in PO processing as well as managing documents.
Too Many Clicks, Too Little Visibility. Finding the right documents required opening each file individually across multiple POs, making it difficult to quickly locate critical manufacturing specifications and slowing down the team.
Fragmented Vendor Communication. Vault’s buyers were managing POs across two systems — NetSuite for issuing orders and a separate third-party portal for vendor acknowledgements. This dual-system approach created confusion and drove a high volume of email back and forth. With PO details buried in email threads rather than tracked in a central system, it was difficult to get a clear picture of where any given order stood.
Streamlining the PO Process with eXtendFiles and NetSuite.
Vault leveraged eXtendFiles Collaboration edition to centralize their PO process. Once a PO is generated, vendors receive a single link containing the PO and all associated files, including detailed manufacturing specifications. Through that same link, vendors can upload files directly to the correct NetSuite record, automatically triggering notifications to the appropriate Vault staff. This eliminated the need for email exchanges and ensured files landed exactly where they needed to be.
eXtendTech also configured multiple saved searches and workflows within eXtendFiles to track PO statuses in real time, giving staff clear visibility into where each order stood without digging through email threads.
Results
Vendor Satisfaction: Vendors appreciated the simplified process, leading to faster approvals and better communication.
Improved Data Access: With all PO and file information centralized in NetSuite, Vault can now easily generate reports and saved searches to further optimize workflows.
Time Savings: Vault reduced the time spent searching for documents by at least 10% and halved the time required for the process of managing PO approvals.
“eXtendFiles has made everything simpler for us. The ability to tailor the tool to our specific needs has been a game-changer. It’s a time-saver and has significantly improved efficiency and accuracy across our operations.” – Natalia, Operations Manager
About Vault Pressure Control
Vault Pressure Control is a manufacturer and preferred solution provider of quality pressure control equipment and services for the oil and gas industry. Vault has roughly 450 employees in 22 facilities across the US, Canada, Australia, and Trinidad and Tobago
About eXtendFiles
eXtendFiles offers a powerful solution to address the common file management challenges within NetSuite. eXtendFiles eliminates the limitations of NetSuite’s native storage capacity by seamlessly integrating with your preferred external cloud storage provider. It provides a highly organized structure for managing files directly within NetSuite, making it easy to locate and access documents when needed. With robust searchability and efficient collaboration tools, eXtendFiles enhances workflow productivity and ensures that your team can collaborate on documents efficiently. Plus, its configurable options allow you to set up workflows that fit your specific business needs.
eXtendFiles Collaborate allows you to have your customers comment on files, approve/reject files, and upload/download files all directly associated with NetSuite records all while leveraging the security of NetSuite permissions.
For more information, please visit our eXtendFiles Collaboration product page.