Purchase Order module

A purchase order system formalises everything your company buys from suppliers in one consistent way and tracks its execution. In the Purchase Order (PO) module of One Soft ERP, the price, delivery and payment terms and the delivery address are set on one document; the order goes through internal approval and is executed only after that.

When orders live in e-mails and spreadsheets, the agreed price, delivery date and payment terms often exist only in correspondence. When a price changes or goods arrive late or short, it is hard to notice in time. The Purchase Order (PO) module keeps every order's terms and execution on one document.

Purchase Order (PO) module has the potential to provide tremendous assistance in streamlining and organizing all the purchases you need to make for your business in order to succeed. The module is used to record and track requests for purchased material and services from outside vendors. In this module you can automatically create all purchase orders with one click.

Purchase module is the purchasing process itself, which means that it is already execution. All the conditions are already clear in the purchasing document - the terms of delivery are known, the terms of payment are known, the address of delivery is known, everything is clear here. The price and conditions already set in the purchasing document are reflected and implemented. The already established price and conditions are reflected and implemented in purchasing document.

In addition, our Purchase Order module has a feature that shows the percentage of deviations when prices increase. If the supplier changes or increases the previously stated price, this deviation is reflected in the percentage and the final decision is made within the company. PO is executed after passing a certain internal approval process.

Depending on the conditions of the PO, we can create different types of PO and according to those types, we have a different scenario flow of PO.

For companies running an import-dependent supply chain, mismatches between what was ordered and what actually arrived are usually checked by hand. The PO module runs that reconciliation inside the system and surfaces deviations before they become a problem.

Who it's for

• Companies that regularly buy goods, materials and services from outside vendors
• Businesses with an import-dependent supply chain
• Organisations that handle different kinds of purchases with different approval rules
• Procurement, supply and finance departments

How it works

1. 01A PO is created from the approved need and the selected offer.
2. 02Price, delivery and payment terms and the delivery address are set on the document.
3. 03The PO goes through the internal approval flow for its type.
4. 04The approved PO is executed and the actual delivery is checked against the order.
5. 05The supplier's invoice is recorded in the Purchase Invoice module.

Key capabilities

• Purchase orders created automatically with one click
• Price, delivery and payment terms and delivery address recorded on the document
• Different PO types, each with its own approval flow
• Price deviation shown as a percentage when a previously stated price changes
• Ordered vs. actually delivered quantities reconciled in the system
• Order status and execution tracked
• Orders linked to a project or cost item

How it connects to other modules

The PO module is the execution step of the purchasing chain. The approved requisition and the tender result form the basis of the order; once the order is executed, the supplier's invoice is recorded in the Purchase Invoice module and payment is made in the Purchase Payment module. When transport is involved, purchase documents can also be created from Logistics data.

Requisition module Bid module Purchase Invoice module Purchase Payment module Logistics module

Benefits

• Every purchase is formalised and tracked the same way
• Price increases are visible before the final decision
• Delivery mismatches are caught before they become problems
• Terms agreed with the supplier stay on record in the system

Frequently asked questions