General Questions about Purchasing Software
What is a Purchase Order?
A Purchasing Software creates a binding agreement between a buyer and a supplier. A Purchase Order sets forth descriptions, quantities, prices, discounts, payment terms and so on. Once a Purchase Order has been approved and accepted by the supplier it authorizes a Purchase transaction.
Why do I need Purchase Orders?
Because the purchasing software provides security for both sides. The supplier makes sure to get paid, once all items and products have been delivered. The buyer is on the safe side, because he or she doesn’t get surprised by unknown or unexpected big bills.
When do I need Purchase Orders?
Especially when you are dealing with many suppliers and run a team spending money on your behalf.
What is the benefit of Digital Purchase Order?
You can create a PO from anywhere, any time and get approvals instantly. On average our users need less than 60 seconds to create a Purchase Order and less than five minutes to get the final approval. At the same time, no information gets lost in our purchasing software. You are able to track all Purchase Orders 24/7.
Can I customize my Purchase Order settings?
Yes, no project is the same as the other. You can customize your purchasing software the way you want by choosing your departments, expenditure types, customizing your approval chain and so on. Please check our video tutorials for further information.
How do I access your purchasing software?
How much does this service cost?
Can I implement the Purchase Order system into my accounting software?
In most cases yes, but most likely we will have to customize that for you. Please send us an email to firstname.lastname@example.org. for further questions.
What happens with my data?
We are running our own servers and secure all information through a SSL certificate. At the same time we follow German data protection regulations according to German Federal Law. For further information please click here.
Create Purchase Orders
Can I change a Purchase Order after completing and sending it?
Yes, please use the amendment button in order to keep the same Purchase Order ID.
Does the purchasing software memorize existing suppliers?
Yes, you will find a list of them when you enter the same supplier name in a new Purchase Order.
Can I copy an existing Purchase Order?
Yes, choose the Purchase Order that you want to copy from the “View” section and press the copy button on the right side of the Purchase Order box.
View Purchase Orders
What includes the view section?
You can either review your own Purchase Orders, all Purchase Order or search by departments and suppliers. In addition you will be able to use various filters, sort option and keyword searches. All lists include a net total at the bottom.
Why can’t everyone see all Purchase Orders? There are some missing.
The administrator might have restricted the visibility of certain Purchase Orders for your user account. That’s why you might see only your own POs or the ones from your own department. In other cases you might have chosen the wrong filter, where your PO is not reflected.
Can I save or print all my Purchase Orders?
Yes, select the Purchase Order you want to print and select the “open as PDF” button on the right side of the Purchase Order box. Once you see the PDF, you can save and print the Purchase Order. You are also able to print many POs in a batch print.
Can I change the company logo on the PDF report?
Yes, please email us to email@example.com. for further details?