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Sports & Leisure Industry PO System Key Features and Benefits

Simple PO Process for your Organisation

Create purchase orders for your organisation in two easy steps!

  • First, fill in the supplier, budget, delivery details and any special requirements.
  • Second, add as many lines of individual items as required, you can also add supporting documents. Once you are happy simply save the Purchase Order.

See how easy it is to create a new purchase order for your facility with Cloud B2B's sports and leisure industry PO system.

Streamlined Workflow Process

  • Easily Approve, Reject, or Cancel Purchase Orders for sports supplies.
  • Set approval limits and rules to maintain full control in your club.
  • Manage approval processes for all club/venue Purchase Orders, Invoices, and Budgets.
  • Customize your approval process to fit your organisation's specific needs. 

The approval workflow process for purchase orders in the sports & leisure industry is highly efficient

Complete Budget Oversight & Reporting

  • Budgets can be tailored for individual programs, departments, or entire club operations.
  • Access to budgets is controlled based on users' roles within the club.
  • Align budgets with financial limits, whether monthly or annually.
  • Only system admins can modify club/venue budgets.

Keep track of expenses with our purchase order system.

Thorough Goods & Service Receipting

  • System automatically shows only open PO lines for receipting.
  • Supports full or partial receipts with an option for comments.
  • Line or bulk receipting facility included as standard.
  • Any designated staff member can receipt goods against Purchase Orders.

Handle and manage received materials or services according to purchase orders.

Personalised Search & Reporting

  • Generate detailed reports on Purchase Orders, Invoices, Budgets and more.
  • View records such as Purchase Orders and Invoices by their status.
  • Access various export options, including CSV, Excel & PDF.
  • Reports are presented clearly and customised to fit your club's needs.

Conduct customised searches within the purchase order system.

Flexible Administration Tools

  • Manage accounting codes such as Cost Centers, Nominal, and Project Codes for activities.
  • Set up approval rules, including shared approval groups for equipment and event expenses.
  • Utilise staff management tools, including out-of-office functions.

Utilise advanced administrative tools in the sports & leisure industry purchase order system.

Import Data into Accounting Systems

  • Export approved invoices and credits with a custom data structure for your accounting system (e.g. SAGE, XERO, QuickBooks).
  • Meta data exportable from the complete system as a CSV file.
  • Optional API integrations available for automated processes.

Extract purchasing data from our purchase order software.

Built for Expansion and Longevity

  • Start with the Purchase Order module, initially focusing on essential functions.
  • Leverage AI-driven automation for invoices to streamline processes.
  • Expand functionality as your club or organisation grows.
  • Benefit from ongoing customisation to adapt to evolving needs.

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What are the benefits of purchase ordering system?

Purchase Order and Budget System for Sports & Leisure Industry

Instant Budget Monitoring & Streamlined Ordering

Monitor your club's finances with dashboard overviews that compare actual spending to budget allocations. Import supplier price lists and product details for accurate ordering, and utilise custom workflow approvals designed for your club's specific procurement rules. This guarantees precise budgeting and efficient purchasing for your sport and leisure activities.  

Management for Sports & Leisure Industry

Seamless Management for Clubs of All Sizes

Our system is perfect for sports and leisure organisations of any size, from local clubs to large sports complexes and supports multi-site or organisational structures within a single platform. Whether managing a single facility or a network of locations, you can easily oversee budget controls from individual teams to the entire organisation.  

Simple Administration for Sports & Leisure Industry

Simplified Administration with Comprehensive Audits & Alerts

Streamline club management with powerful search and reporting tools that offer a complete audit trail. Automated supplier invoice imports and AI recognition cut down on administrative tasks, while email alerts keep users updated on required actions and daily activities. Our intuitive system integrates seamlessly with your accounting system for effortless export of supplier invoices.  

Included as standard with all our Sports & Leisure Industry PO Systems

Tailored Searching and Reporting

  • Accurate assignment of budget codes and expense categories for purchases.
  • Clear, customisable reporting for all data.
  • Export data for approved supplier invoices and credit notes for seamless integration into your accounting software.
  • Import and update of supplier price lists, including search functionality for products and pricing.

Personalised Approval Workflows

  • Accessible online platform available 24/7 from any location, ensuring constant availability for all procurement needs.
  • Tailored approval workflows for sporting equipment and event expenditures, allowing for review, approval, or rejection at each stage.
  • Intuitive interface designed for sports & leisure staff at all experience levels enhancing efficiency.

Robust and Scalable Infrastructure

  • Cloud-based procurement system hosted in a secure data center.
  • Assess supplier performance on a regular basis and add comments.
  • Customisable user roles and permissions for managing access and use.
  • Scalability to suit both small clubs and large leisure organisations alike with room for future expansion.
  • Access to the system across multiple devices.

Dedicated Support Portal with Full Features

  • The portal allows you to view and manage your software's account and billing details.
  • Our technical support team is based in the UK and available through a secure online portal.
  • Each system can have up to 3 key administrators who can access the portal. You can update these administrators at any time to align with your organisation's needs.

System Oversight and Communication

  • Notifications and updates including daily reminders sent to users via email.
  • View dashboard showing essential real-time system metrics.

Supplier and Document Management

  • Multi-tiered security for system access, featuring Multi-Factor-Authentication (MFA).
  • Managing suppliers with performance evaluations and detailed reporting tools.
  • Capability to upload supporting materials for internal review  (e.g. proposals) and external documents for approved purchases.

Financial Control and Transparency

  • Capability to establish budgets for clubs, departments or events with customisable fiscal parameters.
  • Complete budgetary oversight for organisation-wide, departmental or activity-specific expenditures.
  • Clear visibility of allocated, spent, and remaining funds for anyone submitting order requests.

Comprehensive User Control and Management Module

  • Automatic task re-assignment features for handling absences and adjusting responsibilities.
  • Powerful administration tools for adding new users, updating their roles and managing their status.

Fully Functional on All Devices

  • Full system access and functionality on any device with internet access (including smartphones and tablets)
  • No hardware or software required
  • Fully set up and maintained by our UK-based development and support teams

Full Support via Separate Web Portal

  • Cloud B2B provide UK-based support via a secure web portal
  • Full support available to your system's power users
  • Access your account and billing information via the portal

Secure UK Private Cloud Hosted

  • Systems hosted on our secure, private cloud via Azure UK infrastructure
  • Secure access via SSL encrypted connections
  • Automatic additional back up to Acronis platform for resilience

Concurrent Licensing Pool Model

  • More economical than having a dedicated licence for each user, reducing costs to suit staff turnover
  • Licences are shared by all users, based on the number of active user sessions, providing flexibility for your business

A selection of our clients

The Oxfordshire sports and leisure client
AITC
Waverley School
Mamas & Papas
Shark Ninja Appliance Retailer
Tour of the Cloud B2B Purchase Ordering software

Purchase Order Software for Sports & Leisure Questions and Answers

Why is a cloud-based system beneficial to our organisation?

Having a cloud-based system ensures that it is accessible 24/7 from anywhere in the world. As long as you have a device with an internet connection, you will be able to access your system and control your procurement process.

What kind of information is found on a purchase order?

The purchase order contains key information regarding the required goods and services such as; product name/code, cost, quantity, requested delivery date and any special instructions. This information is key to ensuring that you receive the required goods and delivered correctly to site instructions.

How can a PO system help our sports & leisure facility?

Whether you are golf club, football club, hotel, restaurant or any other leisure facility, we understand that you will naturally need to procure a wide variety of goods and services. Our system will ensure that you have full control over the procurement process with multiple levels of approval available, budgeting controls, goods receipting facilities and extensive reporting functionality.

We operate a chain of hotels and facilities which need to be separated on the system, can this be accommodated?

You can set up multiple branches, departments or even companies within the system, this will allow you to separate your hotels or facilities and their respective purchasing records.

How does the purchase order management process work for a sports & leisure organisation?

Purchase order management is the way of ensuring  all goods or services procured by your organisation are checked and approved. Purchase order raisers (i.e. kitchen staff, maintenance staff and events managers) can create purchase orders and submit them for approval along with supporting documents such as quotations. Approvers then have the ability to either approve the purchase order or challenge it due to price or justification. This ensures that any goods or services are fully approved before purchase.

Can the purchase order system be used in tandem with our existing accounting software?

Yes, data can be exported in various formats that are compatible with your existing accounting software, ensuring that you have end-to-end control over your procurement process. We can also provide API links for automatic integration via our bespoke development services.

Will the system help me keep track of incoming goods?

The system has goods receipting functionality which allows you to receive incoming goods against issued purchase orders. This allows you to ensure that any missing or damaged items are noted and can be followed up with the supplier.

Is it easy to add or remove users from the system?

Admin users have the ability to create new user accounts when new staff are hired and remove accounts in the event of a staff member leaving the organisation. They can then set the specific roles and permissions for the new user to ensure that they use the system as intended.

Is training available for new users?

Each system comes with a video showing each function in depth, these videos are created on a system-by-system basis to ensure that any specially customised features are demonstrated. This video can then be used to show new users how to use the system.

Can I set up multiple level approval workflows?

Yes, the system supports multiple level approval. You can set various approval rules to ensure that purchase orders are relayed through multiple levels of approval before being automatically issued to the supplier. You can also set parameters to ensure that rules only apply to purchase orders over a specified value. Approval rules can be set-up to route approvals to individual specific users or groups of users (e.g. Board /Director level).

Can the system be customised to better suit our specific needs?

All of our systems are business fit and tailored for your specific business requirements to ensure that your organisation gets the best out of the system. We would hold a specification meeting in which we discuss your specific requirements in depth and ensure that the customisations are implemented effectively for your business.

Is our data secure?

All of our client systems are hosted on our Azure private cloud with data and connection level encryption. Our cloud based services operate to high data security standards and Azure data center accreditations with robust threat detection and monitoring, and are kept up-to-date with zero-day security updates.

What do I do if I encounter an issue whilst using the system?

We have a UK-based technical support team who will be able to assist with any queries or issues. Each system has up to 3 designated power users with access to our support portal where tickets can be raised with our UK support team.

Does the system require any on-site setup?

No, the system is cloud-based, therefore no onsite IT setup is required. This allows you to begin using the system with no disruption.

Find out today how a customised Purchase Ordering System will improve your purchasing process

Please contact me to set up an initial discussion of our requirements / book a free remote demo

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Complete Purchase Order System Downloads