Engineering Procurement Softwareto fully manage spending

Yes. We provide access to an online support portal where designated users can submit support tickets whenever assistance is required with the system.

Teams-based user training is also available to help engineering teams understand how to use the purchase order system effectively and ensure a smooth rollout across the organisation.

Yes. We provide detailed documentation covering the features and functionality of our purchase order systems used within the engineering industry.

This documentation explains system processes, configuration options, and key functionality to help users get the most from the software. You can access the documentation here:

PO System Documentation for Engineering

Yes. A PO system can be used to manage all types of engineering-related purchasing, whether for specific projects or general company purchases.

Purchase requests can be raised with supporting documents such as quotations and routed through an approval workflow to the appropriate staff, such as project managers or directors. This ensures that every purchase follows the correct internal approval process.

Approvers can review the request, question details such as price or justification, and request amendments if necessary. Once all approvers in the workflow are satisfied, the purchase order can be approved and issued to the supplier, helping maintain control and visibility over all engineering purchasing activity.

Yes. Purchase order software is suitable for engineering organisations of all sizes.

Regardless of company size, it is important to monitor and control spending across purchasing activities. This may include ordering components and stock items, as well as commissioning subcontractors to carry out work on engineering projects.

A purchase order system helps ensure that all purchasing follows the correct approval process, providing clear visibility of spending and helping organisations maintain better financial control.

The system allows your to set up individual projects or jobs and link budgets and purchase orders directly to them.

This means each engineering project can have its own purchasing activity and budget tracking, giving you a clear view of project-related spending. You can also run reports on individual projects to monitor costs and maintain financial oversight.

The project administration tools are designed to support organisations managing multiple active jobs, and the system can be configured to match your existing project or job structure.

The system includes a goods receipting function that allows deliveries to be reconciled against the original purchase orders.

Goods Received Notes (GRNs), whether paper based or electronic, can be uploaded and matched to the relevant purchase order to confirm that the correct items have been delivered. Where no physical delivery note is available, an internal receipting record can be created within the system to confirm receipt.

This process helps identify short deliveries or discrepancies and ensures accurate tracking of materials delivered to your engineering sites.

Yes. The engineering purchase software provides clear visibility of order activity while allowing access to be controlled through user roles and permissions.

Users can be restricted to viewing data only for the projects they are involved in, ensuring information is shared appropriately across the organisation. At the same time, system administrators or senior users can be given full access across all projects and purchase orders.

The system also includes powerful search and reporting tools, allowing authorised users to review purchasing activity, track order status, and analyse project spending at any time.

Our full purchase order and supplier invoice solution allows you to manage the entire procurement process within one system.

Supplier invoices and credit notes can be imported and matched directly to the relevant purchase orders, helping confirm that the goods or services invoiced correspond with what was originally ordered.

Once invoices and credit notes have been approved, the information can be exported as a structured CSV file and imported into your accounts system for payment. This helps streamline the process from purchasing through to financial reconciliation.

No. The system is designed with security and accountability in mind.

Only designated power users with administrative permissions are able to make changes to budgets or add and edit supplier records. This helps ensure that purchasing controls remain secure and that key financial data is managed by authorised personnel.

By restricting these permissions, engineering organisations can maintain tighter control over procurement processes while ensuring that supplier information and budgets are managed consistently.

Yes. The system provides flexibility to accommodate situations where additional costs arise after a purchase order has been created.

Designated power users can edit existing purchase orders where necessary, allowing adjustments to be made to reflect changes in the final cost. This is particularly useful in the engineering industry where charges such as delivery costs may vary, or where services like plant or machine hire depend on the actual hire period.

By allowing controlled amendments, the system ensures purchasing records remain accurate while maintaining appropriate approval and oversight.

The system’s administrative controls allow user roles and permissions to be updated at any time.

If a staff member receives a promotion or takes on additional responsibilities, administrators can adjust their permissions to give them greater access or control within the system. This may include approving purchase orders, managing budgets, or accessing additional project information.

This flexible role-based permission structure ensures the system continues to reflect your organisation’s hierarchy as roles and responsibilities change.

The system includes a built-in out of office function to ensure that important tasks are not delayed when a user is absent.

If a staff member is unavailable, tasks such as purchase order or invoice approvals can automatically be reassigned to another designated user until the original approver returns. This helps ensure that purchasing processes continue without interruption.

System administrators also have tools to manage or override out of office settings and can manually reassign tasks where necessary, ensuring approvals and workflows continue to run smoothly.