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- Purchase Order System
- Who it's for
- Service and project buying
Service and project buying
Purchasing a service requires a description that both the Approver and the recipient can understand. The requested amount needs a funding owner, and the Buyer needs terms that can be carried into a supplier order. Purchase Order System gives service and project purchasing a place to retain that scope, its changes and the evidence of acceptance.
How Purchase Order System is set up for you
Reviewable service lines
The Requester enters the service description, quantity or unit, estimated price and required date. Account and project references help the Buyer connect the purchase with the customer's internal coding practice.
Comparable supplier offers
A quotation request gives suppliers the same scope. Buyers review response lines and alternatives before the Procurement Manager approves the award and records any departure from the recommendation.
Controlled changes
Additional service scope is handled through an amendment with before-and-after values. The Approver reviews the changed exposure and the Buyer obtains acknowledgment of the resulting order revision.
Acceptance evidence
An authorized Requester can confirm a desk delivery or service acceptance against the purchase. Invoice differences remain assigned to an owner until the agreed correction is recorded.
Purchasing a service requires a description that both the Approver and the recipient can understand. The requested amount needs a funding owner, and the Buyer needs terms that can be carried into a supplier order. Purchase Order System gives service and project purchasing a place to retain that scope, its changes and the evidence of acceptance.
Choose a service purchase with a clearly described outcome and a named recipient. Agree how its quantity and unit will be interpreted, who may confirm acceptance and which cost center owns the spend. Use a real quotation comparison when the purchase requires competition.
Rehearse a scope increase after the original order is approved. Record the amendment decision, supplier acknowledgment and subsequent acceptance. Then investigate an invoice price difference using the retained order and receipt evidence. Configure project accounting and accounts payable connections separately if their records are needed for the operating cycle. Decide the exchange identifiers and reconciliation owner before extending the scope to more service categories.
Follow [sourcing to issued order](/purchase-order-system/processes/source-to-order) and [receiving and resolution](/purchase-order-system/processes/receiving-and-resolution) for the pilot case.
Features to start with
Roles on the team
- Controller
- Finance reviewer of commitment, migration control totals and supplier performance.
- 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.