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Purchase Order System
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Purchase Order System · Available now

Keep purchasing decisions attached to the order.

Purchase Order System runs the purchasing record from a department's request through sourcing, approved orders, partial deliveries and exception resolution. Requesters explain the need and supply item quantities, estimated prices, funding references and need-by dates.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRequisition review
Purchase Order System · Purchase requisitions

Requisition review

Approval conditions

New purchase requisition
Purchase requisitions in view
6
Total amount
2,170
Submitted
6
Req numberRequesterBusiness justificationDepartmentCost centerTotal amount
PR-86776Sana PetrovReplace worn conveyor bearingsOperationsBoise quality testing100
PR-80483Eli NavarroReplenish cartons for May shipmentsPeople OperationsBoise quality testing110
PR-10065Mateo IyerStock gloves for assembly crewsOperationsMesa assembly920
PR-49365Farah MensahAdd brackets for fixture rebuildFinanceTacoma field service30
PR-88656Farah MensahRestore vial stock for lab samplingResearch and DevelopmentBoise quality testing850
6 of 6 records
Replace worn conveyor bearingsPurchase requisitions · PR-86776
Submitted
RequesterSana Petrov
DepartmentOperations
Cost centerBoise quality testing
Total amount100
Submitted at04 Nov
Approve the requestPR-86776 · Replace worn conveyor bearings

The Approver decides on the requested amount and scope under the applicable approval rule.

Waiting for Approver
ApproveReturn
Example screen with sample data
Tables, ready to use
42
Saved views
16
Roles with set permissions
8
Reports and dashboards
9
Features

Your purchasing work at a glance

Every feature works on the same records. Pick one to see the screen your team works in.

Requisitions

Give each purchasing request a defined scope, funding owner and next step.

  • Request ownership
  • Funding and scope
  • Conversion evidence
  • Purchase requisitions
  • Requisition lines
  • Departments
  • Cost centers
  • Categories
  • Items
Explore requisitions
OverviewMy requisitions
Purchase Order System · Requisitions

My requisitions

Purchase requisitions

New
Req numberDepartmentCost centerTotal amountSubmitted atStatus
PR-62962Research and DevelopmentFresno facilities82026 OctDraft
PR-67268FacilitiesBoise quality testing71023 OctSubmitted
PR-78846FacilitiesFresno facilities20013 OctApproved
PR-76981Research and DevelopmentColumbus returns83002 NovConverted
PR-64793OperationsFresno facilities53027 OctDraft
6 of 6 records
Research and DevelopmentPurchase requisitions · PR-62962
Draft
Cost centerFresno facilities
Total amount820
Submitted at26 Oct
Conversion pathDirect PO
Example screen with sample data
Process

From requested need to accepted delivery

Request to receipt ships ready to use. 2 steps need a named approval before the work moves on: Approve the request (Approver) and Approve the order (Procurement Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register the need

    Describe the requested items or services, funding owner and required dates.

    Replace worn conveyor bearingsPR-86776 · Requester
    Register the needBy Requester

  2. Approve the request

    Review the complete scope with an eligible Approver before purchasing begins.

    Replace worn conveyor bearingsPR-86776 · Requester
    Approve the requestBy Requester
    ApprovalThe Approver decides on the requested amount and scope under the applicable approval rule.

  3. Source the purchase

    Choose a direct order, supplier comparison or agreement call-off for the approved need.

    Replace worn conveyor bearingsPR-86776 · Supplier
    Source the purchaseBy Supplier

  4. Approve the order

    Confirm the supplier terms and exact order revision against the spending authority.

    Replace worn conveyor bearingsPR-86776 · Procurement Manager
    Approve the orderBy Procurement Manager
    ApprovalThe Approver authorizes the order revision; the Procurement Manager decides on any required price exception.

  5. Receive and inspect

    Record actual arrivals and distinguish accepted quantities from rejected goods.

    Replace worn conveyor bearingsPR-86776 · Receiving Clerk
    Receive and inspectBy Receiving Clerk

  6. Resolve exceptions

    Assign purchasing differences, record corrections and reconcile the accounts payable handoff.

    Replace worn conveyor bearingsPR-86776 · Procurement Manager
    Resolve exceptionsBy Procurement Manager

Start with Request to approval

Inside a record

Connect the purchasing handoffs

Open any purchase requisition to see its approval steps, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Requester, Department, Cost center and Total amount.

  2. 2
    Approval steps

    Each line is linked to this purchase requisition.

  3. 3
    Who works on it

    Each role sees what its permissions allow.

  4. 4
    Process stages

    Register the need, with the role that acts.

  5. 5
    Approvals

    Approve the request and Approve the order, with who decides.

Requisition reviewReplace worn conveyor bearings
Purchase Order System · Purchase requisitions

Replace worn conveyor bearings

Sana Petrov · Submitted

Log activity
1
Record details
RequesterSana Petrov
DepartmentOperations
Cost centerBoise quality testing
Total amount100
2
Approval steps

Replace worn conveyor bearings

Step numberDocument typeTier
AS-39081Requisition110
AS-25149Purchase order180
AS-12497Amendment470
Approval steps
6
Total tier
1,940
4

Process stages

  • Register the needRequester
5

Approvals

  • Approve the requestApprover
    Approved
  • Approve the orderProcurement Manager
    Waiting
Example screen with sample data
Approvals

Decisions tied to the purchase

Approvers decide within the effective rule, amount band and delegation scope. Buyers prepare the purchase and carry the approved decision into an order.

OverviewApprovals
Purchase Order System · Overview

Approvals

Signed in as Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PR-86776Replace worn conveyor bearings
    Sana PetrovRequested by Viewer
    Submitted0dActions
  • PR-80483Replenish cartons for May shipments
    Eli NavarroRequested by Viewer
    Submitted4dActions
  • PR-10065Stock gloves for assembly crews
    Mateo IyerRequested by Viewer
    Submitted2dActions
  • PR-49365Add brackets for fixture rebuild
    Farah MensahRequested by Viewer
    Submitted4dActions

Who approves what

DecisionApprover
Approve the requestReview the complete scope with an eligible Approver before purchasing begins.Approver
Approve the orderConfirm the supplier terms and exact order revision against the spending authority.Procurement Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Purchase Order System to the work that is theirs. Pick a role to see what it starts with.

Viewer

Read-only executive view of scoped aggregate purchasing and published supplier performance.

This is the first screen this role sees.

OverviewSupplier performance

Supplier performance

Supplier performance · Viewer

Scorecard numberSupplierPeriodOn time delivery pctQuality scorePrice competitiveness score
SP-96048Northbank Industrial SupplyJanuary 2026668575
SP-43963Ridgewell Office FurnishingsFebruary 2026862535
SP-31070Pinehaven Lab SupplyMarch 20261003525
SP-66273Northbank Industrial SupplyApril 2026619030
SP-88690Stonefield Electrical SupplyMay 2026962035
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Understand spend and delivery exposure

Explain commitment, pending decisions, delivery exposure and supplier performance from purchasing records.

Overview
Purchase Order System · Overview

Purchase Order System dashboard

This quarter

Master agreements in view
6
Total commit
3,290
Active
3
Expiring
3

Purchase requisitions by status

How far records got this quarter

StageReachedStep
Draft27
Submitted1970%
Approved1053%
Rejected660%

Total amount by status

Sample totals per stage

6.0k0
3.0kDraft
2.0kSubmitted
6.0kApproved
4.0kRejected
3.0kCancelled
Example screen with sample data
  1. 01Committed spend by department

    Group current order commitment by department, cost center and supplier, reconciling signed allocation effects to each order.

  2. 02Approval aging

    List pending approval steps by due date, assigned approver, tier and escalation flag.

  3. 03Bid comparison detail

    Compare eligible response scores by RFQ, including criterion weights, quality basis and response revision.

  4. 04Agreement capacity

    Show total commitment, spent and remaining amounts beside agreement dates and status.

  5. 05Open delivery exposure

    Group outstanding quantities by supplier and order line, retaining the original need-by date and revised promise from expediting.

  6. 06Receiving and rejection detail

    Reconcile received, accepted and rejected quantities by receipt and order line with rejection reasons.

  7. 07Invoice exception exposure

    List open match exceptions with invoice, order and received amounts, assigned owner and selected resolution.

  8. 08Published supplier scorecards

    Compare published supplier periods using delivery, quality and price scores with sample quantities, exclusions and coverage.

  9. 09Connection delivery failures

    Show failed deliveries by destination with attempt count, latest attempt time, external reference and last error.

All reports and dashboards

Who it's for

Fit the way your team buys

See how Purchase Order System fits your kind of team.

Manufacturing purchasing

Coordinate purchased parts and services with required dates, inspection and supplier follow-up.

Multi-site operations

Give local requesters a purchasing route with clear funding, ship-to locations and central oversight.

Service and project buying

Define purchased service scope and retain the approval, acceptance and invoice correction evidence.

Controls

Keep approval and revision evidence

Each stage of request to receipt names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to receipt
Purchase Order System · Process

Request to receipt

Each stage, the role that acts and the status it records

Process stages
12
Approval steps
2
Roles involved
8
Tables touched
23
Prepare purchasing controlsApproval
Procurement Manager, Controller, Supplier
StatusOnboarding → Active
RecordsContract rates, Suppliers
Register the need
Requester
StatusDraft → Submitted
RecordsPurchase requisitions, Requisition lines, Categories
Approve the requestApproval
Requester, Approver
StatusSubmitted → Approved
RecordsSpend approval lines, Approval matrix, Spend approvals
Request to receipt
  1. Start
    Prepare purchasing controlsOnboarding → Active
    Contract rates
  2. Step
    Register the needDraft → Submitted
    Purchase requisitions
  3. Approval
    Approve the requestSubmitted → Approved
    Spend approval lines
  4. Step
    Source the purchaseApproved → Converted
    Suppliers
  5. Approval
    Review the awardResponse received → awarded to supplier
    Suppliers
Example screen with sample data

See each stage in detail

AI agent

Assistance for everyday purchasing

Use Proto to prepare purchasing work and investigate the evidence behind a decision.

It can

  • Requester: Help prepare the request description, funding references and line details before submission.
  • Buyer: Summarize outstanding order lines and the supplier promises that need follow-up.
  • Approver: Bring together the submitted scope, applicable rule and retained revision for a decision.
  • Receiving Clerk: Find the order and receipt evidence needed to explain a partial delivery or rejection.

Stays with a person

  • A person with the appropriate authority approves purchasing scope, price exceptions and returns.
  • The assistant needs the customer's policy and access boundaries before preparing work.
  • Supplier commitments, physical acceptance and external accounting outcomes require evidence from the responsible person or connected system.
  • Agent usage is metered.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Purchase Order System
  • Accounts payable
  • Inventory
  • Warehouse
  • Supplier communication
  • Budgeting
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 42 tables
42tables
  • Requisitions7
  • Approval control9
  • Sourcing8
  • Purchase orders8
  • Agreements and releases7
  • Receiving and exceptions8
  • Supplier management7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the pilot

    Select a purchasing category, department, receiving location and supplier set. Name the Requester, Buyer, Approver and receiving owner for a real purchase. Agree what successful acceptance and closure mean.

  2. Prepare master data

    Load people, funding references, categories, suppliers, items and locations. Review supplier qualification evidence and applicable contract rates with the Procurement Manager.

  3. Review authority

    Confirm amount bands, tiers, effective dates and named reviewers. Rehearse self-approval conflicts and delegation limits. Agree how changed quantities and prices return for a decision.

  4. Reconcile opening work

    Review migration batches for outstanding orders, agreement capacity and accepted quantities. Compare source and reconciled row counts with commitment control totals before activation.

  5. Rehearse the cycle

    Submit a request, compare offers where required, approve the order and obtain supplier acknowledgment. Record partial acceptance, a controlled return and an invoice exception. Check the connection delivery results.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Purchase Order System.

All questions
How do I get started?

Click Get started, then use Proto to configure Purchase Order System for your business. Begin with a department, a purchasing category and a receiving location. Bring the applicable approval policy and an actual purchase to rehearse from request through acceptance.

Who approves a purchase?

The eligible Approver follows the effective rule for the amount and purchasing scope. Department, cost center, category and tier help establish the route. Agree named reviewers and delegation limits during setup.

Can a request become a quotation request or an agreement release?

An approved request has a conversion path for a direct order, quotation request or blanket release. The Buyer selects the appropriate route and retains the resulting purchasing reference.

How are supplier offers compared?

The Buyer compares response revisions against the requested lines using price, lead-time and quality criteria. The Procurement Manager reviews the award and records a reason when choosing a different response from the recommendation.

What happens when an approved order changes?

The Buyer prepares an amendment with the reason, base revision and before-and-after line values. The eligible Approver reviews the changed exposure before application. The supplier acknowledgment should identify the resulting order revision.

Can receiving handle partial deliveries?

The Receiving Clerk records actual quantities against order lines and separates accepted from rejected goods. The remaining quantity stays part of the purchasing follow-up, with returns handled through their authorization and disposition.

How do repeated purchases use an agreement?

The Buyer prepares a scheduled release against an active agreement and an applicable contract rate. Check the release value against remaining approved commitment and retain the generated order for receiving.

How are invoice differences handled?

Accounts payable can return a match exception through a configured connection. The Buyer investigates the order and receipt evidence with the Controller, records the appropriate correction and retains the resolution. Invoice posting and payment stay in the connected accounting system.

What can a supplier see?

Supplier access is limited to its own purchasing relationship and permitted published evidence. Rehearse access using separate supplier accounts before sharing response or performance information.

Can we bring existing orders into the system?

Use reviewed migration batches to reconcile open commitments and accepted-quantity baselines. Agree the cutoff and historical import policy, then check control totals before activating the opening position.

Set up Purchase Order System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

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