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Purchase Order Management Software

Order, Receive and Bill, With Every Quantity Accounted For.

Raise a purchase order, have it approved by someone other than the person who raised it, receive the goods in one or more lots and create the supplier’s invoice from what arrived. Each line shows what is ordered, received, invoiced and still to come.

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AYBN ERP — From Lead to Ledger, Everything Connected.

How a purchase order moves
  1. Purchase orderSupplier, receiving store, items and terms
  2. ApprovalBy someone other than the requester
  3. Goods receiptStock in, in one or more lots
  4. Purchase invoiceCreated from the receipts
  5. Supplier paymentAllocated to the invoice
The problem

Without purchase orders, nobody knows what is still to arrive.

Orders placed by phone or email leave stores and accounts guessing.

  • Lost track of open orders

    Orders placed with suppliers are not recorded, so follow-ups depend on memory.

  • Orders nobody checked

    Anyone can place an order, and nobody reviews it before it reaches the supplier.

  • Short and excess receipts

    Goods arrive in parts or in excess, and nobody checks them against what was ordered.

  • Bills that do not match

    Supplier bills are paid without checking what was ordered and received.

The AYBN ERP solution

The order, the receipt and the bill, linked line by line.

In AYBN ERP a purchase order is approved before it is issued to the supplier. Goods receipts are recorded against the issued order and add stock when they post. The supplier’s invoice is then created from the receipts, so the stock is not added twice.

Receives: Supplier records, your item catalogue with alternate units, your stores, and the approval policy you set for purchase orders.

Feeds: Goods receipts add stock to the receiving store, with batches. Invoices created from them post the payable, GST and journal, and supplier payments settle them.

AYBN ERP — From Lead to Ledger, Everything Connected.

Key features

What you can do with Purchase Orders in AYBN ERP

The capabilities that matter most day to day, each connected to the rest of the ERP.

  • Purchase orders

    Raise orders with the supplier, receiving store, item lines in alternate units and terms, and print them or save them as PDF.

  • Maker-checker approval

    Submit an order to the approver user or role in your policy. The person who raised it can never approve it; approvers approve, reject or request changes.

  • Issue, short-close or cancel

    Issue an approved order to the supplier, short-close it when the rest will not come, or cancel it. Issuing changes neither stock nor the books.

  • Partial and multiple receipts

    Receive an issued order in one or more goods receipts. Stock goes up as each receipt is posted, with batches recorded on the receipt.

  • Ordered, received and invoiced quantities

    Every order line shows what was ordered, received and invoiced, and what is still to come.

  • Receipt checks

    A receipt cannot exceed the quantity still to come, be dated after today or outside the financial year, or reuse a supplier’s challan number.

  • Invoices from receipts

    Create the supplier’s purchase invoice from its goods receipts. The stock already received is not added again.

  • Received, not yet invoiced

    Posted receipts are recorded in your books as goods received but not yet invoiced, until the supplier’s invoice is entered.

  • Permissions and store access

    Rights to view, create, edit, post, cancel and approve are granted per page. Store-scoped users work only on their own stores’ documents.

Upcoming in Purchase Orders

Upcoming

  • Procurement reports

    Upcoming

    Reports on open orders, receipts and what is still to be billed.

Get Updates on Purchase Orders

See Purchase Orders in a guided demo

We will walk through it with your own products, customers and documents.

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Workflow

How purchasing flows in AYBN ERP.

Each step starts from the one before it, so the supplier, items and quantities are not typed again.

The Purchase Orders workflow

  1. Purchase Order
  2. Approval
  3. Goods Receipt
  4. Purchase Invoice
  5. Supplier Payment
  6. Payables

  1. Purchase order

    Raise the order with the supplier, receiving store, items and terms.

  2. Approval

    Submit it for approval. Someone other than the requester approves it, rejects it or asks for changes; you can withdraw it while it waits.

  3. Issue

    Issue the approved order to the supplier. Nothing moves in stock or the books yet.

  4. Goods receipt

    Record what arrived, in one or more receipts. Each posted receipt adds stock to the receiving store.

  5. Purchase invoice

    Create the supplier’s invoice from the receipts. It posts the payable, GST and journal without adding the stock again.

  6. Supplier payment

    Pay the invoice, after approval where your policy asks for it, and allocate the payment to the bill.

Built-in checks

Checks that stop the common purchasing mistakes.

The same rules apply on screen and on the server, so a refused entry cannot slip through another way.

  • The person who raised an order cannot approve it.
  • A receipt cannot be for more than the quantity still to come.
  • A supplier’s challan number cannot be used twice for that supplier.
  • Receipts cannot be dated after today or outside the financial year.
  • Pressing save twice creates one receipt, not two.
What each order line shows
  • OrderedWhat you asked the supplier for
  • ReceivedFrom posted goods receipts
  • InvoicedOn the supplier’s invoices
  • RemainingStill to arrive
Business benefits

What it means for your business

  • Know what is still to arrive

    Open orders and remaining quantities are visible to purchasing and stores.

  • Pay for what you received

    Invoices are created from the receipts, so the bill starts from what actually arrived.

  • Control spending

    Orders are approved by someone other than the person who raised them before they are issued.

Related modules

Every module works on the same customers, items and accounts. Follow the chain to see how the work moves on.

Where purchase orders sit in AYBN ERP

  1. Purchase Orders
  2. Purchase Invoicing
  3. Inventory
  4. Batch Management
  5. Serial Tracking
  6. Sales Orders
  7. Sales Invoicing

See every Procurement featureRead the Purchase orders, receipts, invoices and returns documentation

Guides and articles

Practical guides related to Purchase Orders

All procurement guides

FAQ

Purchase Orders: common questions

Does AYBN ERP have purchase orders?

Yes. Raise a purchase order, submit it for approval, issue it to the supplier once it is approved, and receive the goods against it in one or more goods receipts.

Can the person who raised an order approve it?

No. Approval is maker-checker: the requester can never approve their own order. The approver is a named user or role in your approval policy, and can approve, reject or request changes.

Can I receive an order in parts?

Yes. Record as many goods receipts as you need against an issued order. Each line shows the ordered, received, invoiced and remaining quantities, and a receipt cannot exceed what is still to come.

Does issuing an order change stock or the books?

No. Stock goes up when a goods receipt is posted, and the receipt is recorded in your books as goods received but not yet invoiced.

How do I enter the supplier’s invoice for a receipt?

Create the purchase invoice from the goods receipts. The stock already received is not added again; the invoice posts the payable, GST and journal.

What if the rest of an order is not coming?

Short-close the order so the remaining quantity is no longer expected. An order can also be cancelled.

See How AYBN ERP Can Connect This Workflow

Bring your sales, inventory, accounting, GST and payments together in one connected ERP.

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