Purchase Order System: Goods & Service ReceiptingFeature In Depth

Trusted by a range of clients and businesses

Full & Partial Goods Receipting

Keep an accurate record of what has been received against each purchase order, whether delivery happens all at once or in several stages. Users can:

Receipt the full order in one go
Record partial quantities as deliveries arrive
See outstanding quantities at a glance
Add comments to explain shortages or incomplete deliveries

This gives teams a clearer picture of fulfilment and makes it easier to see exactly what has been received and what is still outstanding. It also helps you:

Improve invoice checking
Track partial deliveries more accurately
Identify shortages or missing items quickly
Maintain a clear record of order fulfilment

Receipt goods and services within the purchase order software

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

Receipt Goods Against Individual PO Lines

Record deliveries at individual purchase order line level for more accurate control over what has been received. Users can:

Confirm received quantities for each PO line
Receipt products or services independently
Handle items arriving at different times
Record separate quantities across multiple deliveries

This makes it easier to manage complex orders where individual items are fulfilled separately rather than all at once. It also helps you:

See outstanding items more clearly
Keep receipting records accurate
Improve invoice checking
Match deliveries against the correct PO lines

Upload & Retain Supplier Delivery Notes

Keep delivery documentation organised by uploading supplier delivery notes directly against the relevant purchase order lines. This allows you to:

Store proof of delivery (PODs) alongside the PO
Verify what was received
Investigate shortages or discrepancies
Support invoice matching at a later stage

Keeping delivery notes within the system creates a clearer and more complete audit trail, with purchasing records and supporting documents held together in one place. This helps you:

Reduce reliance on paper records
Avoid searching through shared folders or emails
Improve invoice and delivery checks
Keep supporting documentation easy to find

Generate Internal GRNs

Create a clear internal record of every receipt by automatically generating a Goods Received Note (GRN) when goods or services are receipted against a purchase order. Each GRN records:

What was received
When it was received
Which purchase order lines were affected
The quantities receipted

This gives teams a consistent record of delivery activity and makes it easier to confirm exactly what has been received against each order. It also helps you:

Support invoice checking and matching
Maintain a clear internal audit trail
Reduce reliance on separate paperwork
Keep receipt records consistent and easy to access

Goods Receipt History & Audit Trail

Maintain a complete history of all goods and services receipted against each purchase order. For every receipt, the system records key information including:

Item or services received
Quantities receipted
Date of receipt
User responsible

This creates a clear chronological record of receipting activity, making it easier to see how each purchase order has been fulfilled over time. It also helps you:

Investigate delivery discrepancies
Confirm receipt and delivery progress
Maintain a clear audit trail
Demonstrate that receipting procedures have been followed correctly

The purchase order system contains comprehensive audit records for goods receipting

Outstanding Goods & Services Dashboard

Get a clear view of all purchase orders still awaiting receipt from one central dashboard. Users can quickly:

Identify outstanding goods or services
Review partially received purchase orders
See what is still waiting to be delivered
Monitor outstanding receipts across suppliers, departments, or projects

This gives teams better visibility of open purchasing commitments and makes it easier to focus attention where action is needed. It also helps you:

Follow up on overdue deliveries
Keep receipt records accurate
Monitor partially fulfilled orders
Maintain better visibility of outstanding spend and commitments

Watch our full virtual demo

Watch a complete presenter-led walkthrough of the software, from logging in to managing your everyday purchasing processes.

Watch Our Demo Videos

Follow the full purchasing workflow from creating a purchase order through approvals, budget control, goods receipting, reporting and administration.

Video 1 of 6

Compare Our Purchase Order Software Packages

Essential PO

A simple, ready-to-use PO system for businesses that need better purchasing control without unnecessary complexity.

From£100/ month

Essential PO Includes:

Purchase Order Management
Basic Approval Workflows
Core Supplier Management
Entry-level Searches & Reports
Single Company Structure

System Delivery Timescale:
1 Business Day (Mon - Fri)

Full PO

A comprehensive PO system for organisations that need greater control over approvals, budgets, suppliers and purchasing.

From£125/ month

Everything in Essential PO plus:

Unlimited Company Structure
Budget Control & Goods Receipting
Configurable Approval Workflows
Supplier Price Lists
Configurable Reporting Suite

System Delivery Timescale:
1 Business Day (Mon - Fri)

PO & Invoice Approval

End-to-end purchasing and invoice approval for organisations that want tighter financial control and streamlined processing.

From£150/ month

Everything in Full PO plus:

Invoice Approval Workflows
Optional AI Invoice processing
Data export for Accounting Packages

System Delivery Timescale:
1 Business Day (Mon - Fri)

Customised & Tailored

A bespoke PO solution developed around your organisation, workflows, integrations and specific business requirements.

From£250/ month

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

Package features can be configured around your agreed requirements. Optional modules, integrations, AI-assisted invoice processing & tailored development may involve additional setup or ongoing charges. Training, documentation & UK-based support are available with every package.

Not sure which purchase order software package is right for your organisation?

Book a free online demonstration & we will discuss your users, approval workflows, budgets, supplier processes, reporting & integration requirements.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

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