A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers. Purchase orders can be an essential part of ERP system orders. The issue of a purchase order does not itself form a contract. If no prior contract exists, then it is the acceptance of the order by the seller that forms a contract between the buyer and seller
Automating your purchase order process is the first step towards greater efficiency. With an intuitive simple to use purchase order software, you will eliminate bottlenecks, drastically reduce paperwork, and accomplish purchasing tasks on the go. Accelerate purchasing within your organization and free up your staff for more value-added tasks.
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Key functions of Purchase Order Management Software
Automated Purchase Orders. Auto re order functionality based on stock levels and forecasting.
Purchase Approvals. Control orders and their release with pre-set approval rules and processes. Approval rules can be customised according to order specific information such as type or amount, or vendor information.
Multi Currency. The ability to set the default currency for each supplier. When reporting the figures are converted back to the home currency.
Order Receipts. Track partial or full receipts or consolidate multiple purchase orders into a single receipt .
Drop Shipments. Deliver items directly to a customer location with drop shipment orders .
Landed Cost. Allocate and track shipping and handling costs.
Item Tracking. Assign batch and or serial numbers to products on receipt of goods.
Accounts Payable Integration. Automatically update Accounts Payable to match supplier invoices.
The Benefits of using Purchase Orders
Provides control over the purchase of goods or services
Ensures that the pricing, quantity, and materials or services ordered is what is actually billed
Approves the commitment of a purchase by authorized employees
Adds fiscal control to your purchasing
Can provide visibility into your purchasing amounts and quantities including:identifying opportunities for quantity discounts with vendors, quantifying purchase commitments with your vendors
Can enhance your internal control systems: match price, quantity and item using three-way match of PO, invoice and receiving report, identify price discrepancies,only allow authorized employees to make purchase commitments
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