PO System: Budget Control & Spend VisibilityFeature In Depth
Trusted by a range of clients and businesses
Budget Enforcement Control
Keep spending under control by applying budget checks before expenditure is committed. When a purchase order is created, each line is raised against an allocated:
- Company budget
- Department budget
- Project budget
If there are insufficient funds available, the order can be prevented from progressing. This helps your organisation:
- Reduce overspending
- Enforce budget limits at the point of purchase
- Apply financial controls consistently across the business
Company, Department & Project Budgets
Create and manage budgets in a way that reflects how spending is controlled across your organisation.
Budgets can be created at the following levels:
- Company
- Department
- Project
Apply the appropriate budget structure depending on the type of purchase order being raised, and allocate individual PO lines across different budgets where required.
This gives you a clearer view of committed expenditure and makes it easier to monitor available funds across different areas of the business.
Monthly Budget Allocation
Gain more control over when budget is available by dividing annual budgets into monthly allocations. Monthly budgeting allows you to reflect:
- Seasonal spending patterns
- Planned business activity
- Higher or lower expenditure in specific months
Rather than managing spend against a single annual total, you can control how funds are distributed throughout the year. This makes it easier to:
- Monitor actual spend against plan
- Identify months where budgets are being used too quickly
- Spot underspend and available capacity earlier
Bulk Import Budgets
Set up or update multiple budgets quickly by importing them from a prepared spreadsheet. Upload key budget information in one go, including:
- Budget names and values
- Start and end dates
- Company details
- Department details
- Project details
There's no need to create each budget individually, making spreadsheet import particularly useful for larger or more complex budget structures. This helps you:
- Save administration time
- Speed up annual budget updates
- Reduce manual data entry
- Minimise the risk of setup errors
Budget & Expiry & Status Management
Keep budgets accurate and up to date by controlling when they can be used. For each budget, you can:
- Set active dates to define when funds are available
- Mark budgets as inactive when they are no longer required
- Allow budgets to expire automatically at the appropriate time
Once a budget is no longer active, users can be prevented from allocating new expenditure against it. This helps you:
- Prevent spend against outdated budgets
- Keep available budget lists accurate
- Reduce unnecessary administration
- Manage the full budget lifecycle more effectively
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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
Please contact me to set up an initial discussion of our requirements / book a free online demonstration