Purchase Order System: Admin, Configuration & ControlFeature In Depth
Trusted by a range of clients and businesses
Full System Admin Control
Give authorised administrators full control over the day-to-day management and configuration of the system. Admin users can manage key areas including:
- Users and access permissions
- Organisational structures
- Suppliers
- Budgets
- Approval workflows
- System settings and configuration
This allows routine changes to be managed internally, helping the system remain aligned with your organisation’s structure and processes as they evolve. This helps you:
- Maintain greater control over system administration
- Manage users, settings and structures centrally
- Adapt the system as business requirements change
- Reduce reliance on external support for routine updates
Manage Companies, Branches & Departments
Build and maintain the organisational structure used throughout your purchasing process. Depending on your selected package, administrators can manage multiple companies, branches, locations, departments and business areas. Key purchasing information can then be assigned to the appropriate part of the organisation, including:
- Users
- Budgets
- Suppliers
- Approval Workflows
This helps ensure purchasing activity is recorded against the correct company, branch or department, giving you a clearer view of spend and activity across the business. This helps you:
- Reflect your organisational structure accurately
- Control purchasing across different business areas
- Improve visibility of departmental and company activity
- Keep users, budgets and approvals aligned to the right areas
Create & Manage User Groups
Simplify user management by organising people into groups based on how they work within your organisation. Groups can be created around areas such as; role or job function, department, company, branch, location, or purchasing responsibilities. Administrators can then use these groups to:
- Manage access and permissions
- Assign shared responsibilities
- Support consistent approval processes
- Avoid configuring every user individually
When teams or responsibilities change, groups can be updated centrally, making ongoing administration much easier. This helps you:
- AReduce repetitive user configuration
- Manage organisational changes more efficiently
- Keep access and responsibilities consistent
- Ensure users have the appropriate level of control
Visualise & Test PO Approval Workflows
Make complex approval processes easier to manage with a clear visual view of every stage, approver and routing rule. Administrators can build workflows around factors such as:
- Purchase order value
- Selected supplier
- Company, branch or department
- Individual users or approval groups
- Different approval stages and routing conditions
Before a workflow goes live, different scenarios can be tested to confirm that purchase orders will follow the intended approval route. This helps your:
- Understand complex workflows more easily
- Identify configuration issues before going live
- Test routing changes safely
- Reduce approval workflow errors
- Make changes with greater confidence
Configure System-Wide Settings
Keep the system aligned with your organisation by configuring shared settings that control how it operates across the business. Administrators can manage options such as:
- Purchase order numbering formats
- System terminology
- Default behaviours and preferences
- Notifications
- Other organisation-wide settings
These controls allow the system to reflect your internal processes and policies while providing users with a consistent experience. This helps you:
- Standardise purchasing practices
- Maintain consistency across the organisation
- Adapt settings as business requirements change
- Reduce the need for user-by-user configuration
Training, Documentation & UK-Based Support
Give users the confidence to get more from the system with practical training, clear documentation and support from a UK-based team. Support is available across areas such as:
- Initial setup and implementation
- Day-to-day system use
- Administrator training
- Ongoing configuration and management
- Questions and troubleshooting
Users can also access clear reference materials and documentation whenever they need guidance. This helps you:
- Support a smoother implementation
- Encourage confident user adoption
- Give administrators the knowledge to manage the system effectively
- Provide users with reliable self-service guidance
- Access knowledgeable UK-based support when assistance is needed
Watch our full virtual demo
Compare Our Purchase Order Software Packages
Essential PO
Essential PO Includes:
- Purchase Order Management
- Basic Approval Workflows
- Core Supplier Management
- Entry-level Searches & Reports
- Single Company Structure
Full PO
Everything in Essential PO plus:
- Unlimited Company Structure
- Budget Control & Goods Receipting
- Configurable Approval Workflows
- Supplier Price Lists
- Configurable Reporting Suite
PO & Invoice Approval
Everything in Full PO plus:
- Invoice Approval Workflows
- Optional AI Invoice processing
- Data export for Accounting Packages
Customised & Tailored
A customised solution:
- Customised to your exact business requirements
- Tailored approval workflows
- Custom integrations with accounting software (API Integration)
- An in-depth specification meeting
- Custom training videos
| Essential PO | Full PO | PO & Invoice Approval | Customised & Tailored | |
|---|---|---|---|---|
| Companies | 1 | Unlimited | Unlimited | Unlimited |
| Multi-currency support | Not included | Included | Included | Included |
| Purchase Order Management | ||||
| Create & manage purchase orders | Included | Included | Included | Included |
| Supporting document attachments | Included | Included | Included | Included |
| Budget & accounting code allocation | Not included | Optional | Optional | Optional |
| Automatic approved PO emails | Included | Included | Included | Included |
| Complete purchase order audit trail | Included | Included | Included | Included |
| Bulk purchase order line imports | Not included | Included | Included | Included |
| Approval Workflows | ||||
| Purchase order approval workflows | Basic | Configurable | Configurable | Tailored |
| Invoice approval workflows | Not included | Not included | Configurable | Tailored |
| Value based approval limits & rules | Not included | Included | Included | Included |
| Supplier based approval limits & rules | Not included | Included | Included | Included |
| Shared approval workflow groups | Not included | Included | Included | Included |
| Out-of-office task reassignment | Not included | Included | Included | Included |
| Budget Control & Spend Visibility | ||||
| Budget enforcement control | Not included | Included | Included | Included |
| Company, department & project budgets | Not included | Included | Included | Included |
| Monthly budget allocation | Not included | Not included | Not included | Included |
| Bulk import budgets | Not included | Included | Included | Included |
| Budget expiry & status management | Not included | Included | Included | Included |
| Goods & Service Receipting | ||||
| Full & partial goods receipting | Not included | Included | Included | Included |
| Receipt goods against individual PO lines | Not included | Included | Included | Included |
| Upload & retain supplier delivery notes | Not included | Included | Included | Included |
| Generate internal GRN's | Not included | Included | Included | Included |
| Goods receipt history & audit trail | Not included | Included | Included | Included |
| Outstanding goods & services dashboard | Not included | Included | Included | Tailored |
| Supplier Management | ||||
| Central supplier management | Included | Included | Included | Included |
| Multiple contacts per supplier | Included | Included | Included | Included |
| Supplier price-list imports | Not included | Included | Included | Included |
| Supplier performance ratings | Not included | Included | Included | Included |
| Supplier document management | Not included | Optional | Optional | Tailored to requirements |
| Invoice Processing & Matching | ||||
| Invoice & credit note matching | Not included | Not included | Included | Included |
| Quantity, value & variance control | Not included | Not included | Configurable | Tailored configuration |
| Invoice approval workflows | Not included | Not included | Included | Tailored configuration |
| AI-assisted invoice processing | Not included | Not included | Optional additional service | Optional additional service |
| Reporting & Integrations | ||||
| Reporting suite | Standard | Configurable | Configurable | Tailored |
| Custom searches & filters | Included | Included | Included | Included |
| CSV, Excel & PDF exports | Included | Included | Included | Included |
| Accounts software data exports | Not included | Not included | Included | Tailored |
| Automated API integrations | Not included | Not included | Optional additional service | Tailored |
| Administration, Configuration & Control | ||||
| Full system admin control | Included | Included | Included | Included |
| Manage companies, branches & departments | Single company structure | Unlimited structures | Unlimited structures | Tailored structures |
| Create & manage user groups | Not included | Included | Included | Included |
| Visualise & test PO approval workflows | Not included | Included | Included | Included |
| Configure system-wide settings | Included | Included | Included | Included |
| Full documentation & UK-based support | Included | Included | Included | Included |
From£100/ month | From£125/ month | From£150/ month | From£250/ month | |
Get your personalised Purchase Order Software quote or book a free system consultation
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