Purchase · part of Production & Supply

Purchase Order Software Stop phoning suppliers to find out what they actually confirmed.

Raise a requirement, compare quotations, approve the PO and receive it on a GRN that posts straight to stock. Suppliers confirm POs, send ASNs and submit invoices through their own portal.

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The basics

What is purchase order software?

Purchase order software runs buying from the first request to the paid invoice. Requirements become RFQs and quotations, the chosen offer becomes an approved purchase order, goods are received against it on a GRN, and invoices are checked against what actually arrived. Each document links back to the one before it.

In many plants the PO is a printed PDF and everything after it happens in email. Nobody can say which lines are still open, what date the supplier committed to, or whether the invoice on the desk is for parts that were ever received. Shortages surface on the shop floor, not on the buyer's screen.

Features

Purchase order management software from requisition to payment

Purchase requisitions from any source

Requirements come from MRP, from manufacturing order shortages, from capex requests or by hand. Each line tracks how much is still open, and the requirement closes itself when everything is on a PO.

RFQ management and quotation compare

Send one RFQ to several suppliers with a submission deadline. The compare view shows each supplier's net unit price per line with the lowest marked, and awarding a quotation creates the draft PO and can save the prices as info records.

PO approval and amendments

POs are submitted for approval, approved or sent back with a comment, then sent to the supplier. An amendment keeps a snapshot of the previous revision and goes back through approval before it is sent again.

Goods receipt that posts stock

Receive full or partial quantities against PO lines into a bin, with batch and stock type. When the part has an incoming inspection plan, the receipt lands in Quality stock and opens the inspection.

Supplier portal

Suppliers log in to quote on RFQs, accept or reject POs with a committed date per line, raise ASNs against confirmed POs and submit invoices. Suppliers not on the portal get the RFQ and PO by email instead.

Invoices and payments against receipts

An invoice can only claim what was received and not yet invoiced, with credit and debit notes for corrections. Record payments against invoices, and use Pending Deliveries to chase open lines by date.

Connected

Purchase doesn't live alone

MRP and material shortages raise draft purchase requirements here. A posted GRN puts stock into Inventory, and parts with an incoming inspection plan open an inspection in Quality Inspection before the stock is free to use.

Standards and industries

Procurement software for manufacturing under IATF 16949 and AS9100

IndustryStandardWhat you get
AutomotiveIATF 16949Controlled purchasing with approval, incoming inspection on receipt, supplier delivery dates against committed dates
Aerospace and defenceAS9100Approved purchase orders with amendment history, receiving inspection, supplier confirmations kept with the PO
General manufacturingISO 9001Control of bought-in products: requisition, approval, receipt and verification
FAQ

Purchasing questions people ask

Still unsure? Ask our team.

What is a purchase order?

A purchase order is the buyer's formal order to a supplier: what to supply, how many, at what price and by what date. Once the supplier accepts it, it is the reference for receiving the goods and checking the invoice.

What is the difference between a purchase requisition and a purchase order?

A purchase requisition is an internal request that says what is needed and when. A purchase order is the external order sent to a chosen supplier with agreed prices. In YourBrand, a released requirement is turned into an RFQ or straight into a PO, and its lines show how much is already ordered.

What is the procure to pay process?

Procure to pay is the chain from need to payment: requisition, sourcing through RFQs and quotations, purchase order, approval, goods receipt, invoice and payment. YourBrand keeps each step as its own document, linked to the one before, so you can trace any payment back to the original requirement.

Can suppliers confirm POs themselves?

Yes. Suppliers on the portal accept or reject each PO, give their reference and a committed date per line, and raise ASNs when they ship. For suppliers not on the portal, the buyer records the confirmation.

Does it handle subcontracting?

Yes. A subcontract PO line carries the components the subcontractor needs. You send them as a stock movement, and the GRN for the finished part consumes them from that subcontractor's stock. Single outsourced operations, such as heat treatment, get their own service requirement when the manufacturing order is scheduled.

How do we see deliveries that are running late?

Pending Deliveries lists every open PO line by delivery date, alongside the supplier's committed date and any ASN in transit, so buyers can chase the right supplier before the shortage reaches production.

Know where every open PO line stands

We walk through it with your own parts and documents. It takes about 30 minutes.

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Related: Production and supply suiteMRP softwareQuality inspection softwareInventory managementAS9100