Purchase orders with approvals
Draft, submit, approve and send. Orders over your threshold need sign-off, and the PO is emailed to the supplier as a PDF.
Live
Procurement for food makers. Order it, receive it, match the invoice.
Purchase orders go to suppliers under your approval rules. Deliveries are received by lot and expiry, and every supplier invoice is checked against what actually arrived.
Three-way matchLots created at receivingPart of one record
Purchase order PO-2291Example · 09:05
Northfield Dairy · butter 82%Awaiting approval
42 cases × 10 kg$2,898.00
Raised fromrequirement · 420 kg short
Over the $2,500 threshold · needs a second approver
Sent to supplierPDF by email
What it does
Everything between a shortfall and a paid supplier. Named the way your buyers talk.
Approved suppliers only
Suppliers move between pending, active, on hold and do not use. A blocked supplier can't be ordered from.
Price lists and pack sizes
Several suppliers per item, each with pack sizes and dated price lists, so price history is kept.
Receiving by lot
Each delivery creates lots with expiry dates. Part of it can go straight to a QA hold, and over-delivery needs a reason.
Three-way match
Supplier invoices are matched to the PO and the receipt. Mismatches wait for review, and duplicates are refused.
Landed cost
Freight and duty are spread across the lots received, so stock is valued at what it really cost.
Where it sits
Procurement reads from the plan. Stock, quality and finance read from procurement.
NeededDemand Planning
OrderedProcurement
ReceivedProcurement
InspectedQuality
UsedProduction / MES
MatchedProcurement
Procurement
How it works
From a shortfall to a matched invoice. Three screens, one record.
Tuesday · Order
Requirements become purchase orders.
- A draft PO from the shortfall
- Approval above your threshold
- Emailed to the supplier
Purchase order PO-2291Example · 09:05
Northfield Dairy · butter 82%Awaiting approval
42 cases × 10 kg$2,898.00
Raised fromrequirement · 420 kg short
Over the $2,500 threshold · needs a second approver
Sent to supplierPDF by email
Thursday · Receive
The delivery is received by lot.
- Lots and expiry dates created
- Part held for QA if needed
- Put away to a location
Receiving · Dock 1Example · 07:20
PO-2291 · Northfield DairyReceived
Butter 82% · 40 of 42 caseslot 2209-PL
Expiryfrom shelf life · 12 Jan
Put away toCooler 2 · rack B
2 cases short · supplier invoice will be checked
Freight spread as landed cost$0.41 / kg
Friday · Match
The invoice is checked before you pay it.
- Matched to the PO and the receipt
- Quantity and price variances flagged
- Duplicate invoices refused
Supplier invoicesExample · 10:30
Northfield Dairy · SI-55810Mismatch
Invoiced42 cases
Received40 cases
Price vs POwithin tolerance
Quantity over what was received · held for review
Duplicate invoicesrefused
Used by
Built for teams that buy ingredients every week.
Questions
Procurement, answered.
Can we receive without a purchase order?
Yes. Blind and emergency receipts are supported, and lots with expiry dates are still created.
Does it post supplier invoices to our accounting system?
Matched invoices download as a journal file, in generic CSV or QuickBooks Online format. Direct sync with QuickBooks Online and Xero is being built.
Can we see which suppliers deliver late or raise prices?
Yes. Supplier scorecards show price variance and delays for each supplier.
Do we have to use Demand Planning?
No. You can raise purchase orders by hand. With Demand Planning on, each shortfall proposes one for you.
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