Purchase Order System: Supplier ManagementFeature In Depth
Trusted by a range of clients and businesses
Central Supplier Management
Keep supplier information accurate, consistent and easy to access by managing it from one central location. Each supplier profile can hold key information including:
- Contact details
- Addresses
- Payment terms
- Supplier status
This information can then be used throughout the purchasing process, including when raising purchase orders, helping ensure users are working from the same up-to-date supplier record. This helps you:
- Reduce duplicate supplier data
- Improve data accuracy
- Keep supplier records consistent
- Manage supplier relationships more effectively across the organisation
Multiple Contacts Per Supplier
Keep supplier communications organised by storing multiple contacts against each supplier record. You can maintain separate contacts for areas such as:
- Sales
- Accounts
- Deliveries
- Customer Service
When raising a purchase order or sending related communications, users can select the most appropriate supplier contact for that interaction. This helps you:
- Direct communications to the right person
- Keep supplier contact details in one place
- Reduce reliance on personal address books
- Improve the accuracy of supplier communications
Supplier Price List Imports
Make frequently ordered items quicker and easier to purchase by importing supplier price lists directly into the system. Price lists can include:
- Products and item details
- Descriptions
- Agreed supplier prices
- Large or frequently updated catalogues
When creating a purchase order, users can select from these pre-configured items and prices instead of entering the information manually each time. This helps you:
- Speed up purchase order creation
- Use agreed supplier pricing consistently
- Reduce manual data entry errors
- Update large product catalogues efficiently
- Make frequently purchased items easier to manage
Supplier Performance Ratings
Build a clearer picture of supplier performance by using consistent ratings across key areas of service. Suppliers can be typically assessed against factors such as:
- Quality
- Reliability
- Delivery Performance
- Customer Service
These ratings give users useful information when selecting suppliers and make it easier to compare performance over time. This helps you:
- Identify consistently strong suppliers
- Spot recurring performance issues
- Highlight suppliers that may require further review
- Make more informed purchasing decisions
- Take a more structured approach to supplier management
Supplier Document Management
Keep important supplier documentation organised, accessible, and linked directly to the relevant supplier record. You can store documents such as:
- Contracts
- Insurance Certificates
- Accreditations
- Policies
- Compliance Records
Authorised users can review supporting information whenever needed, without having to search through separate folders, shared drives or email attachments. This helps you:
- Maintain a complete supplier record
- Keep key documentation easy to access
- Support compliance and supplier reviews
- Reduce reliance on separate document storage
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
Please contact me to set up an initial discussion of our requirements / book a free online demonstration