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:
screen creation of all purchase orders
down lists to select suppliers / cost centres / account codes
generation of unique PO number
routing to approvers dependent on item / value, with electronic notes
facilities for comment.
can approve / pass on or return to buyer with comments
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.
screen approval by buyer with viewing of associated paperwork
POPIAS system creates a variety of reports e.g. Current PO’s
approved and awaiting approval, approved Purchase Invoices due for payment
from reports can be exported for import to other systems e.g. accounts
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:
Click above image to view larger image