Full UK cloud based purchase order management software
For all sizes of organisation, control of the procurement process is critical, and will save money.
Purchase order management software helps organisations of all shapes and sizes take control and save money during the procurement process. Our dedicated small business purchase order management system (Simply PO) is perfect for small or start-up enterprises. And, at only £75 to set up, it’s one of the more affordable options on the market.
There is an option for larger businesses too. We understand that purchase order systems become more complex the bigger they get. They need to include important budget controls across multiple departments, ensuring there is no significant overspend. There also needs to be a pricing model for goods and services in place, so that you can keep on top of fiscal control. In addition, it should consider the function for CSV export of data such as PO's or invoices to be paid. This gives you the ability to import approved data to your own accounts system, for example, SAGE.
Purchase order management software provides you with all the above and more. Included in the cost of the standard procurement software set up is the ability to customise PO field labelling, reports, and both purchase order and supplier invoice approval workflows. So, you can tailor your system to suit your business.
Our purchase order management system creates a digital purchase order in 4 easy steps
Our online purchase management software (UK based) uses a customised screen template. This allows PO's to be raised quickly and accurately, before being sent for internal approval, or direct by email to the supplier. Other features include supplier selection by type ahead and copy and paste to individual PO lines or other fields from other electronic sources, such as catalogues. You can use the Finance tab to ensure correct selection of department or project/cost centre/nominal code, and the relevant budget. For small businesses this is an essential element of any purchase order control system.
In order to speed up the process for more regular purchases, you can use a duplicate PO facility using an existing purchase order. It’s also possible to use the electronic purchase order for other supporting documents, like quotes. And other feature allows you to rate supplier performance on each occasion. This will help you to track performance over the course of your supplier relationship.
Automated purchase order system with customised online purchase order template and internal status
Once the digital purchase order template is created it goes on approval workflow as designed to fit the needs of the business, and the value of the PO is deducted from the budget. The status is noted - draft - until fully approved and approvers have the option to accept, reject or cancel a digital purchase order at each stage, with the internal messages changing appropriately. So an internal 'conversation' can be had with the digital PO creator to ensure all parties are satisfied before the digital PO is sent by email to the supplier. The system also supports the ability to send supporting documents e.g. plans / spreadsheets / word documents as attachments to the digital purchase order, and names the documents as part of the PO. All documents associated and supporting an electronic purchase order are available under Related Documents, including supplier invoices in the Purchase to Pay version.
Purchase Order Control System - Custom Report module and data export functions
Using the available meta data the e-purchasing and Purchase to Pay systems create reports according to client requirements. Included in these reports are breakdowns according to department, nominal code and others, helping you to keep track of purchasing expenditure at all points. You can export the whole spreadsheet or selected data fields, using the PTP system. You can also easily export manually or automatically (as a CSV file) a combined purchase order and supplier invoice system (PTP) invoices by status. This can be done with columns and headings to match the requirements of your accounts system. There are plenty of other features and functions to see during a no obligation, free PTP software demo.
Viewing Tasks in the system
Dashboard overview of PO and Invoice status