← Go back

How to set up a purchase order system?


You are Here: Procurement Software >> Procurement FAQ >> How to set up a purchase order system?

A PO system manages purchase orders, tracks them, and generates records automatically. As this comprises the entire end-to-end PO process, you must start with the basics to set up such software.

Your first step is designing your forms, including PRs, POs, RFQs, etc. Purchase Order software solutions will generally offer you templates you can choose from, or you can design one yourself and upload it.

Then, manually list approval steps before setting them up on the system. Add extra tiers of approvals, if necessary, when a PR or PO exceeds a certain amount. After you’re satisfied, set up the workflow in your software. Move ahead and add your approvers, and set your access controls. Your PO system is now good to operate.

As someone raises a PR, it will automatically be routed to an approver who will get notified. If they approve, the procurement team will turn it into an RFQ and send it to multiple approved vendors. They’ll then accept the most suitable bid and set up their PO. an approver will check the PO, and then it will be opened to the chosen supplier. The process will be centralized and streamlined.

Recommended Reading:

Procurement Software for Small Business in 2023 - How to Choose?
Top 5 procurement tools available in the market and which to choose
How to Build a Solid Procurement Strategy for 2023 [9 Steps]
11 Essential Procurement KPIs You Can’t Ignore
Top 4 Procure to Pay Solutions Your Business Needs
5 Most Important Procurement Solutions in 2023 You Need
The Vendor Management System (VMS) Buyer’s Guide 2023
The Ultimate Guide to a Truly Effective Procure-to-Pay Process