Purchase orders (PO)
Purchase order software that checks every rate before you approve
Create, approve and track every PO in one place. Each rate is checked against your purchase history, so an increase shows before approval.
70+ manufacturers · Live in 14 days · Unlimited users
What is purchase order software?
Purchase order software creates, approves and sends POs from one system, then tracks each through delivery, goods receipt and payment. Good PO software also flags rates above your last purchase.
Approving a PO without the full picture
The purchase head types a PO in Excel, rings the owner and sends it. The owner signs because the plant needs the material, and nobody has the last rate in front of them.
So a 4% rise since the last order slips through. Across hundreds of items a month, that adds up. Everyone did their job; the information was not there at approval.
Every rate checked against your own history
IndustryPrime keeps the purchase history of every item. When a PO is created, each line's rate is compared with your last buy and flagged if higher. The approver can question it, renegotiate, or approve knowingly.
See how this works with quote comparison on cutting purchase cost.
Built from the indent, not re-typed
A PO starts from an approved indent or the winning quote in a quotation comparison. Items, quantities and vendors carry over, so there are no typing errors and every PO traces back to its request.
Approve from anywhere
Approvers see the full PO on their phone, with the rate check alongside, and approve, reject or send it back with a remark. Each division's POs go to the right person.
Amount-based approval sends large orders to a director, and you can set a mandatory vendor per item for critical items.
Track the order until it is paid
After approval the PO stays live: delivered, pending, short. The GRN is recorded against it, so short or excess supply shows at once. Advances and pending payments are tracked against each PO.
What the owner sees
Instead of signing POs on trust, you see each order with its rate check, its source indent and, where there was one, the quote comparison. Questions you used to ask on the phone are answered on the screen.
Fits the way Indian plants buy
POs carry the tax and terms details you already use, work on a slow connection, and the GRNs against them reach Tally without a second entry. Unlimited users means purchase, approvers and accounts all work in one system.
New to structured purchasing? Read the purchase order process step by step, or book a demo to see rate checks on your own items.
How it works
Purchase orders, step by step
- 1
Create the PO from an approved indent or quote
Items, quantities and vendor carry over. Add taxes, terms and delivery dates once.
- 2
See the last rate before you approve
Any line priced above your last buy for that item is flagged.
- 3
Approve from your phone
Preview the full PO and approve or reject it with a remark.
- 4
Track delivery and payment
See what is received, pending and paid, so follow-ups use facts.
Transparency at all levels
“IndustryPrime has brought in transparency and accountability at all levels. Our team is also very happy as it is easily accessible and user-friendly. I will highly recommend IndustryPrime.”
FAQs
Frequently asked questions
How does the rate check work?
When a PO is created, each item's rate is compared with the rates you have paid for it before. If the new rate is higher, it is highlighted on the PO so the approver sees it before approving.
Can we send the PO to the vendor directly from IndustryPrime?
Yes. Once approved, the PO can be downloaded or shared with the vendor, and it stays linked to its indent, GRN and payments.
Can we see pending POs and part deliveries?
Yes. Every PO shows ordered, received and balance quantities, and advance tracking of pending POs means the purchase team can follow up before material is late.
Can we track advances and payments against a PO?
Yes. Advances and pending payments are recorded against each PO, so you can see what is owed to each vendor.
Can we force a particular vendor for certain items?
Yes. You can mark a mandatory vendor per item, so POs for that item can only be raised on the approved vendor.
Is there an audit report of POs?
Yes. The PO audit report keeps the full history of each order, from creation to approval, so any question at audit time is answered in one place.
Keep exploring
- SoftwareQuotation comparisonQuotes side by side, lowest rate marked.
- SolutionCut purchase costEvery PO rate checked against your last buy.
- GlossaryPurchase orderA purchase order (PO) is a formal document a buyer sends to a supplier listing items, quantities, agreed rates, delivery date and payment terms. Once the supplier accepts it, it becomes a binding contract and the reference for goods receipt and invoice checking.
- ArticlePurchase Order (PO) Process: A Step-by-Step Guide for ManufacturersLearn the purchase order (PO) process step by step - from indent and approval to PO creation, GRN, and three-way match - for SME manufacturers in India.
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