UK, Online Purchasing Software Solutions, for schools

Compatible with all major accounts packages, including:

Purchase Order System compatible with XeroPurchase Order System compatible with SagePurchase Order System compatible with Quickbooks

Purchase Order Software for Education

Dispense with antiquated paper and spreadsheet methods of ordering cleaning, catering, IT, Well Being support services, play space materials and everything an educational organisation requires. Instead, get full control of the purchasing process with departmental budget control and customised PO approval workflows. Our secure web based transactional purchasing software solutions will provide the essential financial controls that schools of all sizes need. We offer a simple ‘out the box’ purchasing system, all the way to fully customised Purchase and Purchase to Pay options, designed to meet your specific needs, now and in the future. Why not book a free remote demonstration to see how our systems will suit your needs.

Suitable for all sizes of school, from Nursery to Academy

Supports multi-site / organisational structures in the same system

Full budget controls from department to the whole organisation

Dashboard overviews to track actual spend compared to budget allocation

Import supplier price lists and product details for accurate ordering

Custom workflow approvals for purchases, with supporting documents, tailored to your specific rules

Full audit trail for all actions and wide- ranging search and reporting features

Email alerts as to actions required, for all users, including daily update prompts

Easy to use for all levels of staff

In the purchase to pay version, export supplier invoices to be paid by your accounts system

Automated supplier invoice import and AI recognition option to reduce finance department administration

Range of 3 Products To Suit All Requirements

Range of 3 Products To Suit All Requirements

  • Simple POP (non customisable) ideal for small organisations or start ups
  • Full Purchase Order system with Goods Receipting incl. custom screens, reports, workflows
  • Purchase to Pay version that also includes approved supplier invoice exports and credit notes
  • Stock control module available later in 2020

Add new Companies / Branches / Projects

Add new Companies / Branches / Projects

  • Admin control function for power users
  • As business changes or expands, new branches / departments / projects can be added
  • Also new entities (additional companies) can  be set up on the same platform

Full Budget Control Module

Full Budget Control Module

  • Budgets can be set for individual projects, departments or company wide
  • Open (up to level set) or fiscal limitations added
  • Access to budgets controlled for users by their role in the company
  • No more overspends. Finance control budget allocation and changes.

Full Goods Receipting Function

Full Goods Receipting Function

  • Any nominated users can receipt goods against Purchase Orders
  • System automatically presents only open PO lines for receipting
  • Caters for full or part receipting with auditable notes facility
  • Line or bulk receipting facility included

Custom Exports For Import To Accounts system

Custom Exports For Import To Accounts system

  • Meta data can be exported from the full PO and P2P systems as a CSV file
  • For example in the Purchase to Pay version approved supplier invoices and credit notes
  • Ideal for onward import to customers accounts system e.g SAGE / Xero / Quick Books
  • Columns and headings are all custom built to match target system

Easy Purchase Order Raising

Easy Purchase Order Raising

  • First select your Supplier, Budget, Delivery details etc.
  • Second add as many lines of individual items as you need (see screen shots below)
  • Save, review and send for internal approval when ready
  • Attach supporting documents and even documents to go to the supplier

Custom Approval Workflows

Custom Approval Workflows

  • Internal approval workflows for Purchase Orders are custom built as standard
  • Based on values, departments individuals, or a combination
  • Each approver has approve, reject and cancel options
  • Fully approved PO's go as PDF's automatically to the supplier.

Supplier Price List Import

Supplier Price List Import

  • Where you have price lists agreed with suppliers, import these with full descriptions
  • Makes raising a Purchase Order faster and more accurate
  • Each import overwrites existing, so always working on the latest version
  • Option to restrict to list items or set individual items as opposed whole lists

Rate Supplier Performance

Rate Supplier Performance

  • Ability to rate a supplier performance for each and every purchase
  • Rate between 1-5 and give an audit trail reason for the score
  • Review performances and reasons regularly and get suppliers to take action
  • Overview of performances available on opening dashboards

Template Import facility

Template Import facility

  • Template service for import of key data as part of set up
  • Lists of current suppliers, cost centres, nominal codes and delivery & invoice addresses
  • Admin tools allow power users to add / disable on a one for one basis

Supports Multi Currency

Supports Multi Currency

  • Any standard currency can be supported as long as decimal places are used
  • The system uses a direct feed with H.M.R.C for regular currency conversion updates
  • Budgets and key financial data is retained in Sterling in the system

Archive Data From Current Systems

Archive Data From Current Systems

  • Data from existing client software systems maybe imported
  • The Archive section will bring standard data format into the solution
  • Meaning continuity of access to past information

Multiple Search options

Multiple Search options

  • Systems have a wide variety of search facilities
  • All meta data can be queried and reported on
  • Global search on the home screen provides a 'quick find' option

Tasks Email Alert plus Daily Reminder

Tasks Email Alert plus Daily Reminder

  • Every task is notified to users by email for them to action
  • Email gives outline details of the action required, and the user logs in to execute
  • Each day (am) the system sends reminders for any outstanding tasks

Out Of Office Function

Out Of Office Function

  • If users who receive tasks are away or on leave out of office can be set
  • Users selects a relevant colleague who will handle the work
  • On return the system automatically resumes sending tasks to the prime user

Choice of Languages

Choice of Languages

  • Option for changing core data structures and labelling
  • From English to most standard languages
  • Additional set up costs will apply

Get Free Demo ▶

Controlling the procurement process is key to all schools of all sizes, including charitable organisations. Our Purchase Order software can potentially save substantial amounts of money, as well as help to monitor and improve supplier performance.

Choose from 4 digital purchase order software systems for education that have smart phone compatibility:

  1. A simple Purchase Order system (non customisation but ideal for smaller schools)
  2. A full Purchase Order software system with customised approval workflows, reports, full budget control, goods receipting, user admin control.
  3. A complete Purchase to Pay system with supplier invoice and credit import. Custom data export e.g. approved supplier invoices.
  4. A Stock control module (coming soon!)

    For a list of full functions download the Purchase Order Systems datasheet below

Our main Purchasing software solutions are tailored to suit your individual organisational needs and have all functionality on smart phones for full mobility, and include functions such as:

  1. Budgetary controls (by school organisation / location / department)
  2. Customised approval workflows
  3. Customised reporting suite
  4. Importation of supplier price lists
  5. Goods receipting
  6. Credit note handling
  7. Export of approved PO’s, Supplier Invoices and Credits for import to an accounts system such as Xero and SAGE

To book a no obligation remote demonstration of our Purchase Order Software for Education click here or call us on 0800 840 3336 to talk to a system specialist.

  1. Out of Office for all staff
  2. Multi level customised searches
  3. Easy supplier invoice import and indexing tools
  4. Invoice / Credit note approval options
  5. Status dashboards
  6. Close and revoke PO's
  7. Full users admin controls (add new, change existing)
  1. Add new companies, suppliers, delivery addresses
  2. Full users admin controls (new and existing)
  3. Set up supplier goods descriptions and prices centrally
  4. Import existing PO's and supporting documents from another legacy system
  5. Video training is provided for our purchase order software for education based on an approved test system and you’ll receive a number of hours in your annual support package to use in whatever way your educational organisation needs

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


* mandatory field

 

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

 

Purchase Order Software for Education Questions and Answers

What types of problems does an electronic purchase order solve for schools?

A properly structured, approved purchase order document, will ensure that your supplier will has clear instructions. From what has been ordered, including quantity and cost, to delivery dates and instructions as to the delivery location (that may be different to where the order originated i.e. after school club), as well as your own organisations terms and conditions. Clearly stating these dynamics minimises the potential for confusion and misinterpretation, and even duplication. You want the right goods delivered, at the agreed price, in the right time frame, and your supplier will want to be paid in a timely fashion! A digital purchase order document sent by email as a PDF to the supplier handles all these areas in a structured format – you can even send supporting documents such as quotations or training schedules as attachments.

Is a purchase order system suitable for all schools?

Most certainly. Size of school is not the important factor, it’s the requirement to keep a firm control on expenditure that is a key driver for primary, secondary and academy. For many schools a large proportion of expenditure will be spent on purchases of a wide range of materials and services .Having controls such as budgeting by department, will ensure overspending will never be an issue and using workflow approvals for proposed orders will mean full auditability and visibility. A purchase order software solution will put all your key procurement processes on screen, with custom reporting and data export.

What’s the advantage of a cloud based PO system in education?

There are many advantages. Firstly, purchase order software that is located in the ‘cloud’ can be accessed securely, at any time, day or night from anywhere in the world via the internet. Secondly there is no software or hardware for a schools internal IT team to have to install and support – the system is run as SAS (Software as a Service) and all updates / security are part of the package. If the system is transactional based (meaning instantaneous updating of the data base structure) then all users are working on the most up to date information.

What information should be on a purchase order from schools?

The obvious items such as listing the correct items (including catalogue numbers where applicable) to be ordered, together with prices, delivery information, dates and any special instructions, will all need to be included. Additional information such as who in the school has ordered the items will help in the case of supplier queries. Your terms and conditions for the supplier are also key, as the purchase order forms the basis of a legal contract to supply.

What is the purpose of purchase order software?

A schools purchase order system is designed to put on screen the procurement process of raising and getting approval for items ordered by the organisation, that previously were paper or spreadsheet based. By doing so, not only will the process be fully auditable, but the approval process can be set based on value or school rules (e.g., departmental structure) to suit the organisation. Being digital, searching and reporting facilities will again be customised, and finance departments would have full visibility of all purchasing, both past, present and future, to make forecasting easier and more accurate.

How do you implement a purchase order system?

This will depend on the size and complexity of the educational organisation. For small schools where the requirement and the approval process is straight forward, launching such a system to all relevant employees at the same time is sensible. Where the organisation has multiple locations, and more complex structures, then a roll out approach based of, say, a department / location at a time can have benefits, as the success on a smaller scale will assist in deployment to the rest of the organisation. Training is also key, and the modern approach is to use videos based on the final purchase order software version, available at all times to staff, as part of the system. In this way the problems of getting everyone together, without interruption – the classic issue - are avoided.

What is a purchase to pay system?

Purchase to Pay or PTP, is where you import and match approved Purchase Orders with Supplier Invoices using a Purchase Order Software System. With the ability to import delivery notes that can also be matched to Purchase orders and Invoices, the whole procurement process is managed in one software solution. Add in the ability to extract data – such as approved supplier invoices- as a CSV file that can then be imported to an accounts system, that can then be paid, the purchasing cycle is complete. Integration with major cloud based accounts systems such as Xero is also possible by using provided API's.

What about reconciling deliveries and purchases for my school or organisation?

An online purchase order system should have the function to import delivery notes that can then be matched to the original purchase order. In this way short deliveries or other discrepancies can be identified and actioned. A useful function is for the system to present only purchase order line items that have not been fully receipted to those which are looking to reconcile deliveries.

Can I export data into my accounts system?

Data such as Purchase Order information and Supplier invoices in a Purchase To Pay version - should be available for export and importation to a target accounts system. To avoid the need for API development, a properly structured CSV file, with headings and columns set to match the requirements of the target accounts system, will provide an ideal format. Data can then be easily extracted and imported as and when required, also allowing a checking stage to be carried out by the finance team. This information can also be set to run as a report on a regular basis, ensuring the same information is not exported more than once. For schools using Xero there is a direct API link available for automating this process.

How does purchase order management work for educational organisations?

Purchase Order Management is the process by which a school dictates the way all items purchased go through all the correct checks and balances. A digital purchase order system will put this process on screen, following the relevant approval rules required. Purchase Order raisers (i.e. Teachers, Bursars and office staff) can create purchase orders and submit for approval, with supporting documents and justification notes on a workflow based structure. Approvers should have the ability to challenge the PO raiser on any item such as price or justification, via the workflow, and the raiser to amend and re submit the purchase order, until all those in the approval chain are satisfied to proceed with the order.

How does the approval process work in a digital purchase order system?

The workflow process should match the internal rules the organisation wishes to adopt. For example, orders for items below a certain value may not require formal approval – noting that full visibility to orders placed is always available. Or all orders should have an approval process, that maybe based on the schools structure, or value, with finance perhaps being last in the approval chain internally. Once set, these rules should be changeable as part of the admin control available in the system. For ease once an approval task is initiated, the system immediately emails the next person in the approval chain to alert them to action required.

A selection of our clients

Use on multiple devices - PC, Laptop, Tablet and Smartphones

Tablet

Tablet

Phone

Phone

PC

PC

This means that not only are they usable by all standards of employees, but full functionality is available on all devices including smartphones. Ideal for users working remotely or on the move.