Xero recently added Purchase Orders… finally! It has been a long time coming. Santa Claus could even tell you this – and yes Santa would clearly use beautiful accounting software. Christmas come early!
Santa gets the most energy from building his brand image through his majority ownership in Coca-Cola and, being a perfectionist, pressing his elves to get every last detail right on every toy.
However, Santa is also a great leader capable of the impossible. In order to accomplish the impossible he needs to understand the spokes (tell me in the comments what this should really be) which hold his sleigh together.
Few business operations in the world need to be able scale as quickly as the one he runs. His favourite tool for managing costs without micro-managing and chewing up his own unscalable time is Purchase Orders.
1. Delegate and allow your team to grow
Early on Purchase Orders allowed Santa to grow his business from the small man operation it was to the annual empire it now is. Santa was able to set up the appropriate levels of authority so he only authorised the level of purchasing he needed to but left the majority of purchasing decisions up to those below him with the responsibility.
2. Purchase Invoice matching
When any of the elves places an order for goods, they were either quoted a price, or were working off their price list from the Polar Bears whole supply the materials and services. Once the Purchase Order is approved it is automatically sent off the the supplier at time of order with the price and quantity ordered. If the invoice arrives at a different value it will be picked up straight away there is an issue.
3. Manage goods that have been received but not invoiced
Purchase Orders allow Santa’s merry crew to receive goods and recognise the cost they just incurred, even if the invoice arrives in Summer.
4. Match goods delivered against what was ordered
One year when pulling 80 hour weeks in the early start-up years one of his elves, Marcus, ordered 10 tonne of beautiful vintage wood for rocking horses. However, only 8 tonnes turned up. The invoice went straight through to Santa’s bookkeeper and was for 10 tonnes. The man in the red suit ended up paying for 2 tonnes more than what arrived. It only took this one costly mistake for Santa to realise the value of Purchase Orders and matching the goods received against what was ordered.
Santa runs the business operation in the North Pole on unbelievably slim margins and scales his entire operation at a seemingly impossible rate. It is easy to see why Santa considers a Purchase Order system an essential tool in controlling costs and freeing up his own time to focus on both doing what he does best and gets the most enjoyment out of.