Are we enemies or allies? The symbiotic relationship between purchasing and accounts payable to drive success

By Patrick Marier CMRP
Vizient Consulting Director, Spend Management Transformation – Supply Chain Services

Awhile back, I was a purchasing manager at a level 1 trauma center, and we were about to embark on the implementation of a new enterprise resource planning (ERP) system. I met with Tom, our accounts payable (AP) manager and suggested that our teams attend the training sessions together, as our two departments worked closely. He agreed.

At the beginning of our classroom training, the instructor asked each of us to go around the room and introduce ourselves, what organization we're with and our role. After Tom introduced himself, it was my turn since I was sitting next to him. The instructor immediately stopped the introductions.

"Wait a minute," he said. "You two are sitting next to each other and aren't at each other's throats?"

The others laughed.

What Tom and I knew is that in the intricate dance of business operations, collaboration between purchasing and accounts payable plays a pivotal role in shaping the financial health and overall efficiency of a healthcare organization. When these two departments work seamlessly together, businesses can experience a harmonious flow of processes, reduced errors and improved financial control. Here, I'll explore the crucial elements that contribute to successful collaboration between purchasing and AP.

Clear communication and collaboration

Effective communication is the cornerstone of any successful relationship, and the partnership between purchasing and accounts payable is no exception. Regular and open communication channels between these two departments are essential to ensure everyone is on the same page regarding purchase orders, invoices and payment processes. Establishing a collaborative environment fosters a sense of teamwork and encourages both departments to work toward common goals.

Streamlined purchase-to-pay process

A well-defined and streamlined purchase-to-pay process is crucial for the smooth interaction between purchasing and AP. This process encompasses everything from the creation of purchase orders to the approval of invoices and the final payment. Implementing automated systems and tools can significantly enhance efficiency by reducing manual errors and ensuring a more transparent and traceable workflow.

Data accuracy and integrity

Accurate data is the lifeblood of both purchasing and accounts payable. Any discrepancies or errors in the data can lead to payment delays, financial losses and strained relationships with vendors. By maintaining a high level of data accuracy (i.e. an accurate item master file), both departments can trust the information they receive, leading to faster processing times and fewer disputes.

Shared objectives and key performance indicators (KPIs)

Aligning the objectives and KPIs of purchasing and AP helps create a common ground for success. When both departments share a unified vision, they are more likely to work collaboratively toward achieving organizational goals. Establishing KPIs that focus on accuracy, efficiency and cost-effectiveness can drive continuous improvement and foster a culture of accountability.

Vendor relationship management

Collaboration doesn't end within the organization ─ it extends to external partners, especially vendors. Maintaining strong relationships with vendors is vital for successful purchasing and accounts payable functions. Regular communication, clear terms and prompt issue resolution contribute to a positive vendor experience, which in turn benefits the whole organization.

Continuous training and skill development

Both purchasing and accounts payable teams need to stay abreast of industry trends, technological advancements and changes in regulations. Continuous training and skill development programs ensure that team members are equipped with the knowledge and tools necessary to navigate the evolving landscape of their respective roles. This not only enhances individual performance but also contributes to the overall success of the collaboration.

Regular audits and reviews

Regular audits and reviews of the purchasing and accounts payable processes are essential to identify areas of improvement and address potential issues before they escalate. These evaluations help to maintain compliance, reduce the risk of errors and optimize workflows for better efficiency. The insights gained from audits contribute to a culture of continuous improvement.

Embrace technology and automation

In the digital age, leveraging technology and automation is not just a luxury but a necessity. Implementing integrated software solutions for purchasing and AP can significantly enhance accuracy, reduce manual workload and provide real-time visibility into financial transactions. Automation streamlines processes, minimizes errors and allows teams to focus on more strategic tasks.

The success of an organization hinges on the effective collaboration between purchasing and accounts payable. By fostering a culture of clear communication, streamlined processes and a commitment to continuous improvement, businesses can create a symbiotic relationship that not only ensures financial integrity but also positions them for sustained success in a dynamic marketplace.