These cookies are required for the website to function properly. They ensure security, enable basic features like page navigation, and store user session data. You cannot disable these cookies.
- Purchase Order System
- Who it's for
- Multi-site operations
Multi-site operations
An organization with offices, service sites or distribution locations needs local people to request supplies without losing central control of the supplier commitment. A department request identifies the need and funding owner. The Buyer prepares the commercial order, while the receiving location determines where the delivery is expected and who can confirm it.
How Purchase Order System is set up for you
Local ownership
Requesters provide the justification, required date and line detail for their own work. Department and cost center references help the Approver decide against the correct funding responsibility.
Shared agreements
Procurement Managers maintain supplier agreements and dated rates. Buyers prepare releases for planned demand while checking the remaining commitment and the period covered by the agreement.
Delivery destinations
Orders identify a ship-to location and receipts identify where goods were accepted. This helps the Buyer investigate a supplier delivery that reached the wrong site or arrived only in part.
Visible exceptions
The Buyer assigns and follows invoice differences with the Controller and local Receiving Clerk. The exception retains the order and invoice reference so the teams can discuss the same purchase.
An organization with offices, service sites or distribution locations needs local people to request supplies without losing central control of the supplier commitment. A department request identifies the need and funding owner. The Buyer prepares the commercial order, while the receiving location determines where the delivery is expected and who can confirm it.
Choose a repeat supply purchase used by a small set of locations. Agree the directory mapping, local Requester ownership and approval rules before importing opening orders. Use an existing supplier agreement when it is suitable, with its signed term and remaining commitment reconciled.
Rehearse a release for a named receiving location, then record a partial delivery and a disputed invoice amount. Check that each person can identify the purchase within their permitted scope. Configure warehouse, accounts payable and supplier communication connections as part of that operating cycle, with an owner for pending or failed handoffs. Extend to another location after the first team can resolve its exceptions without ambiguous ownership.
Start with [agreement call-offs](/purchase-order-system/processes/agreement-call-offs) and the [implementation phases](/purchase-order-system/implementation).
Features to start with
Roles on the team
- Viewer
- Read-only executive view of scoped aggregate purchasing and published supplier performance.
- Controller
- Finance reviewer of commitment, migration control totals and supplier performance.
- Receiving Clerk
- Inspects dock arrivals, records acceptance and raises controlled returns.
- Approver
- Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.
- Requester
- Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
- Buyer
- Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
- Procurement Manager
- Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
Set up Purchase Order System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.