Purchase Order System and Invoice Approval Software

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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. Most importantly, compared to purchase order software, a manual system gives little help in managing cash flow exposure and forecasting supplier payments.

To resolve these issues IPC have developed POPIAS –an on line Purchase Order Processing and Invoice Approval system that will also provide relevant output at period end to a company accounts package. This is a full powerful, yet easy to use electronic module, that is based on our highly successful generic EDM system - M.Store. 

Not only will the system produce purchase orders, but all relevant paperwork, including purchase invoices can be linked to make approval much faster and easier.

And with it’s powerful reporting tools will enable organisations to be far more accurate on cash flow forcasting.

IPC’s purchase order management system and invoice approval software (POPIAS) makes purchase order processing and invoice 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
• 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 printed onto client current stationery (usually in Accounts)
• Supplier invoice scanning and approval with associated delivery notes, which are automatically linked to the relevant purchase order.
• On screen approval by buyer with viewing of associated paperwork
• PO System creates variety of reports e.g. Approved Purchase Invoices due for payment
• System will at period end gather all approved invoices and submit an electronic file to a Company Purchase Ledger system
• Full visibility from the centre as to PO system and payment status at all times

On screen PO system with drop down lists to create a Purchase Order:

Typical PO system reports module: