Product

Purchase Order Management

Streamline your procurement processes, simplify item tracking, manage drop shipments, and automate replenishment to ensure a steady supply of materials while enforcing policy and process controls.

How Purchase Order Management can work for you

A purchase order system from Acumatica helps you reduce costs and improve vendor relationships by automating and centrally managing your global purchasing processes. Acumatica’s online sourcing automates the entire procurement process from vendor quotes to paying invoices. Streamline cross-company buy-sell transactions by automatically creating a sales order in one company from a purchase order in another company in the same tenant.

Key Benefits of Purchase Order Management for your Company

  • Automatic Creation of Purchase Orders

    Automatically generate purchase orders based on stock level and inventory replenishment algorithms. Orders are placed with the vendor that best meets the price and delivery time requirements that you specify. Automatically generate drop shipment purchase orders from open Sales Orders.

  • Approval Workflows

    Create approval rules for various order types, vendors, order amounts, and other order-specific information. Control document release using predefined approval processes.

  • Partial and Consolidated Receipts and Vouchers

    Track receipts, whether – partially filled, completely filled, or consolidated from multiple purchase orders into a single receipt. Automatically create accounts payable vouchers from receipts. Consolidate multiple rejects into a single voucher and multiple invoices from a single receipt. Modify pricing during the invoice entry in Accounts Payable with automatic variance posting in General Ledger. Link returns to purchase receipts, updating inventory with the correct item cost and reason codes.

  • Cross-Company Transactions

    Streamline cross-company buy-sell transactions by automatically creating a sales order in one company from a purchase order in another company. Cross-company transactions generate the purchase receipt in the buying company from the shipment in the selling entity and create the sales invoice in the selling company when the bill is created in the buying company.

Important Features of Purchase Order Management

Partial and Consolidated Receipts

Track when purchase orders are received. Orders can be partially filled, completely filled, or consolidated from multiple purchase orders into a single receipt. You can modify pricing information during bill entry in Accounts Payable, and the difference will be posted to the designated variance account.

Simplified Item Tracking

Manage disparate inventory IDs among suppliers and your system. Automatically assign serial and lot numbers when you receive purchase orders.

Automatic Payment Vouchers

Create vouchers automatically when goods are received for complete, partial, or consolidated orders. Consolidate multiple receipts into a single voucher and enter multiple bills for a single receipt.

Drop Shipments

Create drop shipments to deliver goods directly to a customer location. You can create drop shipments automatically from sales orders or enter them manually by linking to a sales order from the purchase order entry screen. After the bill is entered for the drop shipment order, the corresponding sales order can be released, and the invoice can be generated for the customer.

Landed Cost

Include shipping, receiving, insurance, and duties in the total cost of your purchase items. Costs can be allocated across several goods using custom allocation methods. You can enter landed cost bills directly in Accounts Payable and associate them with received items.

Vendor Selection and Performance Analysis

Upload vendor price lists with product descriptions, prices, and delivery times. Inventory information, such as costs, quantities, and lead times, is updated each time inventory is received. Review prices from multiple vendors for a purchase order. Statistical information is used to produce purchase orders automatically and analyze vendor performance.

Approval Workflows

Tailor workflows for purchase transactions without coding. Use workflows to change purchase order status, receipt and put-away, approvals, and other processes based on order type, vendor, amount, or order-specific details.

Product Family Purchasing

Use table and matrix views to streamline purchase order entry for product families.

Blanket Orders

Aggregate purchase orders for volume discounts and vendor contracts. View quantities on the blanket purchase order, receipt quantities, and open quantities with auto-close rules when expected quantities are received.

Cross-Company Transactions

Streamline cross-company buy-sell transactions by automatically creating a sales order in one company from a purchase order in another company. Cross-company transactions generate the purchase receipt in the buying company from the shipment in the selling entity and create the sales invoice in the selling company when the bill is created in the buying company.

Purchase Accrual Inquiry

The period-sensitive PO Accrual Inquiry simplifies General Ledger PO Accrual Account reconciliation by displaying out-of-balance purchasing documents alongside the General Ledger.

Audit Trail

Maintain an audit trail of purchasing transactions, including users who entered and approved transactions or modified the record. Notes and documents can be attached to transactions.

Reporting

Analyze and manage your purchasing experience through a complete set of inquiry screens and auditing reports with drilldown to the original transactions.

Role-Based Dashboards

Stay on top of your business with role-based dashboards for warehouse managers, purchasing managers, and receiving clerks.

Side Panels

Side panels provide direct access to vendors, items, and order details for purchase orders and receipts.

See what Acumatica customers are saying

"Acumatica is the most mature and affordable cloud ERP system in the market with great partner support."
Cindy Kan, CFO
Cottingham Ltd.
"Acumatica’s unlimited pricing structure was a big factor. With NetSuite, we knew we would be dealing with Oracle (NetSuite’s new parent) and felt its pricing would be going up, knowing how large companies operate."
Brett Davis, Operations Manager
Bob Davis Sales

Ready to put Acumatica to work for you?