Full UK cloud based purchase order management software solutions
For larger organisations, where more formal procurement control is required, our two main web based purchase order and invoice approval systems offer a wide range of additional functionality. With all important budget controls for departments or projects to ensure no overspending, to a contract pricing module that allows set prices for goods and services to be selected, the online electronic requisition system ensures a high level of fiscal control. Add to this the function for CSV export of data such as PO's or invoices to be paid - in the full P.T.P. version - means clients have the ability to import approved data to their own accounts system e.g. SAGE
All this and more will provide clients with the full benefits of online purchase order software management. Our standard set up costs include customisation of PO field labeling, reports, and both purchase order and supplier invoice approval workflows, to suit individual business requirements - and all this at a low cost!
Create a digital PO in 4 easy steps
The online purchase order software uses a customised on screen template, so PO's are raised quickly and accurately, before being sent for internal approval, or direct to the supplier by email. Features include supplier selection by type ahead, copy and paste to individual PO lines or other fields from other electronic sources e.g catalogues. The Finance tab ensures the correct selection of department or project / cost centre / nominal code, and most importantly the relevant budget.
A duplicate PO facility using an existing purchase order speeds up the process for regular purchases. Users can also elect to hold the electronic purchase order for the addition of supporting documents, such as quotes, or until they are ready to put it on approval workflow. There is a feature that allows the rating of supplier performance by every purchase occasion - a good way of tracking their performance over time.
Customised PO template with internal status
Once the PO 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 PO creator to ensure all parties are satisfied before the 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 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.
Custom Report module and data export functions
Both the e-purchasing and the full Purchase to Pay systems have reports that are built to client requirements based on the available meta data. These can include breakdowns by department, nominal code etc. so the tracking of purchasing expenditure is available at all times. Selected data fields can then be exported as a CSV file for manipulation, or can be exported whole as an Excel spreadsheet. In the combined purchase order and supplier invoice system (P.T.P) invoices by status can be exported manually or automatically as a CSV file, with columns and headings to match the requirements of your accounts system, for easy import.
Viewing Tasks in the system
Dashboard overview of PO and Invoice status