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Do you have some questions about our Document Management Services or require some more information?

Why not take a look at our Document Management FAQs or give us a call on freephone 08081 45 46 47 and speak to our document management experts for an informed quick response! Or we will call you click here to register your interest!

Purchase Order System and Invoice Approval Software


A problem for most organisations without an integrated Purchase Order System is the control, issuing and monitoring of purchase orders and associated documentation. Many still use a manual creation and approval system that can lead to delays, incorrect ordering, and in some cases incorrect payments. Using purchase order software, has many advantages over manual systems,  by not only controlling purchase order approval,  but helping to manage cash flow exposure and forecasting supplier payments.

After setting up a purchase order system, there is then the issue of approving supplier invoices related to those orders; again manual style systems can result in delays that can affect a company’s credit ranking.

To resolve these issues IPC has developed 2 solutions. Firstly POP Lite (Purchase Order Approval)  that is based on our highly successful generic EDM system - mstore, which gives a powerful but easy to use on screen based format for creating purchase orders (screen shot at the bottom of this page).

In addition through our sister company, Documents OnLine , we now have available POPIAS – a highly featured on line Purchase Order Processing and Invoice Approval system that will link both the Purchase Orders and the Supplier Invoices process. This is a subscription based, private cloud hosted  system, designed with remote working in mind. So not only will the system produce purchase orders, but all relevant paperwork, including purchase invoices, and items such as delivery (GRN) notes  can be linked to make approval much faster and easier.

And with its powerful reporting tools will enable organisations to be far more accurate on cash flow forecasting.

IPC’s purchase order management system and invoice approval software (POPIAS) makes purchase order processing and invoice management and approval easy and auditable. The system offers a host of functions including:

  • On screen creation of all purchase orders
  • Drop down lists to select suppliers / cost centres / account codes
  • Automatic generation of unique PO number
  • Select currencies facility
  • Automatic routing to approvers dependent on item / value, with electronic notes facilities for comment.
  • Approvers can approve / pass on or return to buyer with comments
  • Final approved PO merged onto client specific templates and emailed automatically to suppliers .
  • Supplier invoice scanning and approval with associated delivery notes, which are linked to the relevant purchase order.
  • On screen approval by buyer with viewing of associated paperwork
  • The POPIAS system creates a variety of reports e.g. Current PO’s approved and awaiting approval, approved Purchase Invoices due for payment
  • Data from reports can be exported for import to other systems e.g. accounts
  • Full visibility from the centre as to POPIAS system and payment status at all times

For full details of our POPIAS cloud based system, including the invoice management system click here

Creating a Purchase Order:

Purchase Order Software - Creating A Purchase Order
Click above image to view larger image 


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Document Management System

The very best in practical EDM technology, from simple store and retrieval to full blown workflow.

mstore Document Management System

Click above to view screen shot of mstore Version 3.

  • All systems tailored to fit individual business needs
  • UK developed (over 20 years) and supported software
  • Hardware independent
  • Based on concurrent users (SQL data base)
  • File all electronic created and received information (incl. email) directly into M.Store – no scanning required
  • Automatic Document retention rules for files inbuilt
  • Event History for audit of actions and File Integrity checking modules
  • Tasks workflow as standard
  • Host of features incl. electronic notes, annotation, audit history, email from screen
  • User friendly front end with access and functionality fully configurable
  • ROI often in less than 2 years