Purchasing Power

Give your people the tools to make purchase orders quickly and with the confidence that they are making informed decisions about their spend. On desktop and mobile, the purchasing software that your team will love.

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Easy Requests

Both on desktop and on mobile, purchase orders can be created quickly. Users are prompted to add critical information like project codes and can attach photos of goods to be purchased.

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Customisable PO's

Customise the look and details on your purchase orders, like your own logo, the fields to display and choose a workflow like auto remit or not mandatory to suppliers.

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Recurring PO's

Create a a range of recurring purchase orders for multiple payments. Auto-deduct on receipt of invoices and a running balance is visible at the user entry level or on reporting.

PROACTIVE SPEND CONTROL

Control spend before it happens

Getting started with purchase control is easy with ProSpend.

It's perfect for the multi-site companies or those running multiple projects. It’s for any company that needs or wants authorisation of their buying.

Our Purchase Order module adds control and visibility so every purchase request follows an agreed workflow, allowing for faster and easier requesitions.

Request

Requests

Request

With our easy user interface purchase orders are quickly created and users are prompted to add critical information like project codes.

Either on desktop or on mobile.

Request, approve, or receive in seconds via your mobile device. Snap and attach photos of goods to be purchased or attach quotes

Supplier Management

Supplier Management

Supplier Management

On purchase order creation if a supplier is not found their request is paused until the new supplier onboarding process has been completed. 

Approval Workflows

Purchasing Workflows

Approval Workflows

Different workflows can be configured just for approval, PO amount and supplier invoice matching.

Purchase

Purchase

Purchase

Only approved purchase orders can be sent to suppliers.

Customise and brand the look and details on your purchase orders, like your own logo, and fields display and choose a workflow like auto remit or not mandatory to suppliers.

Different tax codes can also be configured against each recipient type.

Recurring PO's

Recurring POs

Recurring PO's

One purchase order can be created for multiple payments, with auto-deduct on receipt of invoices and running balance

Requests

Request

With our easy user interface purchase orders are quickly created and users are prompted to add critical information like project codes.

Either on desktop or on mobile.

Request, approve, or receive in seconds via your mobile device. Snap and attach photos of goods to be purchased or attach quotes

Supplier Management

Supplier Management

On purchase order creation if a supplier is not found their request is paused until the new supplier onboarding process has been completed. 

Purchasing Workflows

Approval Workflows

Different workflows can be configured just for approval, PO amount and supplier invoice matching.

Purchase

Purchase

Only approved purchase orders can be sent to suppliers.

Customise and brand the look and details on your purchase orders, like your own logo, and fields display and choose a workflow like auto remit or not mandatory to suppliers.

Different tax codes can also be configured against each recipient type.

Recurring POs

Recurring PO's

One purchase order can be created for multiple payments, with auto-deduct on receipt of invoices and running balance

CASE STUDY

Acrux talks about how the ProSpend Purchase Order module helps control their spend 

“We certainly have found ProSpend to be a significantly more efficient and effective approach to our purchase processing and has proven to be well worth the investment."
- Deborah Ambronsini, CFO

Acrux Pharmaceuticals-1
MOBILE BUSINESS TOOLS

PO's on the go

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Create and Approve

All of the purchase order functionality to create and approve is available with the ProSpend mobile appes

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Attach Images

Take a photo and attach to substantiate the Purchase Order

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Visible Budgets

See budgets in real time at the time of creating or approving a Purchase Order

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POWERFUL FEATURES

Match and Pay

When an invoice is received, the PO is smart-matched. No more guesswork about who needs to see the invoice as automatic routes can be configured.

Smart Matching

Smart matching

Smart Matching

Matches the price information on the invoice to the price information on the purchase order. Adopts the coding of the PO to the Supplier Payment Request and provides a side-by-side view to analyze the variance between the purchase order and the invoice.

Copies the quantity information from the purchase order to the invoice for quantity validation and keeps track of any back orders if quantities do not match

Approval Management

Approval Management

Manage Approvals

Different workflows can be configured if a PO matches with an invoice.

Set up rules based on:

  • PO/invoice limits
  • Auto-route to the purchase order creator for goods acknowledgement
  • Auto-route to a pre-configured approval workflow.

Goods Received Acknowledgement (GRA)

Goods Received Acknowledgement Graph GRA

Goods Received Acknowledgement (GRA)

Automated GRA workflow routes invoices to purchase order creator for acknowledgement of receipt of goods or services

Smart matching

Smart Matching

Matches the price information on the invoice to the price information on the purchase order. Adopts the coding of the PO to the Supplier Payment Request and provides a side-by-side view to analyze the variance between the purchase order and the invoice.

Copies the quantity information from the purchase order to the invoice for quantity validation and keeps track of any back orders if quantities do not match

Approval Management

Manage Approvals

Different workflows can be configured if a PO matches with an invoice.

Set up rules based on:

  • PO/invoice limits
  • Auto-route to the purchase order creator for goods acknowledgement
  • Auto-route to a pre-configured approval workflow.
Goods Received Acknowledgement Graph GRA

Goods Received Acknowledgement (GRA)

Automated GRA workflow routes invoices to purchase order creator for acknowledgement of receipt of goods or services

FAQ

Need clarification?

Can supporting documents be attached to purchase orders?

Unlimited documents can be attached to PO’s, i.e. quotes from multiple suppliers.

What happens if there is no purchase order for an invoice?

ProSpend offers customisation as per client’s requirements, where purchase orders can be made optional for invoices.

Can a purchase order be amended after it is approved?

Yes, purchase orders can be amended by an administrator. Once the purchase order is approved, the PO is processed by an admin who can make the required changes.

Can we add a company logo on a PO PDF?

Yes, a customised company logo can be added to purchase orders.

What happens if an invoice is more than the purchase orders?

Variance can be set for purchase orders. If an invoice is more than the PO, it will be sent for approval again. Variance can be set as a percentage or as an amount.

What happens if there is no existing supplier for the PO?

The user can request for a supplier if they can’t find it. However, the accounts payable team needs to approve it before purchase orders can be submitted for approval.

One platform for all your business spend

Easily manage your spend, expenses, invoices, purchase orders and budgets all in one powerful solution.