Software Overview
The following are just some of standard features of our generic Purchase Order and Supplier Invoice System.
Additional customisation to suit client requirements is available, which will add to the standard set up cost
Standard Features
FUNCTION | notes |
Customised approval workflows | For PO’s, supplier invoices, and credit notes based on system metadata |
Customised report generator | Allows approved users to generate their own reports |
Assign cost centres / nominal codes / budgets on a line level on PO’s | For granular purchase order creation |
Full Budget Control module | Assign at Company, Department or Project level |
Multi Currency support via HM Treasury live feed for auto updates to currency changes | System background controls work in Pounds Sterling |
Full password control module | GDPR compliant |
Customised Purchase Order Template | With client company logos |
Duplicate PO facility | Speeds up regular purchases |
Out of Office | Diverts tasks to another user |
Goods receipting | Ability to receipt goods on a PO line level |
Close PO and revoke PO | Manual closing of PO’s, with revoke feature to send suppliers an auto email |
Upload supporting documents and link to PO’s | All documents will be PO centric. Custom document names as standard |
Full multi level export facilities supported | PDF, CSV, Excel, PowerPoint RTF, Tiff, XPS, Word, Web Archive,XPS |
Multi Level Search options on PO’s, Supplier Invoices, Credit Notes & admin levels | All, Open, Issued, Awaiting approval, Rejected, Cancelled |
Supplier Invoice – auto approval at Finance level | With custom margins + or – values and percentages |
Import templates | Import suppliers list from accounts system |
Price List import | Import supplier price lists to select from (overrides previous) |
Set prices for individual suppliers | Set descriptions, prices and minimum order quantities for goods or services |
User default settings | Users can elect fields to be set to preference. User can also choose default home screen and UI theme |
Auto email alerts as to Tasks | Users get auto Alerts as to Tasks to action. System sends daily update if tasks are outstanding |
Customised opening Dashboard for individual users | Includes any o/s tasks and graphical view of pending PO’s, Credit notes & budgets |
User Admin Control | Allows ability to assign users to departments and create roles |
Support Portal for key users | Access to your account information and ability to raise support tickets & other requests |
Annual user Support bank | Hours per system allocated for use on a range of requirements and renewed annually |
Invoice Line to PO Line matching | Invoice lines are matched against PO lines, allowing invoices to be matched against several PO’s on the system. |
Full currency support with up to 4 decimal places available (incl. currencies with no decimal places) | Currency set at individual supplier level. Budget totals rounded to 2 decimal paces |
Client user Admin Control | Set up new users against specific system role requirements. Assign users to specific departments (linked to Companies & Branches) |
History reports | Full user record level history logging and reports |
Mobile interface support | Responsive design to enable use on mobiles & tablets |
Supplier Ratings | Option to record supplier performance for each purchase occasion |