Help On Paper-Based Purchase Order System?

[techwizard]

Hi there,

I work in the finance department of company with approximately 20 staff.

We have a large range of suppliers and currently use a paper based purchase order system.

Paper based POs are created and signed off by a manager/director.

This works ok but it is difficult to manage and the management are away on business frequently and do not sign any POs until they get back.

Does anyone have any recommendations of a PO system that they have used for generating and authorising purchase orders?

We have had a quick look at procurify and spendmap but both seem a bit complicated to setup for us. We just want to be able to create POs and get them signed off. Budgeting would be a bonus.

Best Regards,
Maegan

 

[PatMacG]

In many respects, your current system works very well in terms of the authorization process and control.

Do you work in a manufacturing company with repeat orders for the same components / raw materials from the same (or similar suppliers) or are your purchases made to fulfil customer orders or stock levels (wholesale / retail market)?

Is there any discretion to purchase anything (e.g. a box of biros) without a PO?

 

[cremeegg]

Would putting the present system on email help.

The person who initiates the purchase fills in a template PO and emails to the manager/director for approval.

They can they email back the approval, and if someone copies in the accounts staff you could even generate cash-flow forecasts.