Question 1

Are purchase orders legally binding?

Accepted Answer

A purchase order can form part of a legally binding contract when accepted by the supplier. The exact legal status depends on the terms and conditions agreed between both parties.

Question 2

Are retrospective purchase orders bad practice?

Accepted Answer

Most organisations consider retrospective purchase orders poor procurement practice because they bypass approval processes and reduce spending visibility. However, they may occasionally be necessary in emergencies.

Question 3

Can a purchase order be changed after it has been approved?

Accepted Answer

Yes. Many purchase order systems allow amendments, although significant changes may require additional approvals to maintain spending controls and audit compliance.

Question 4

Can AP automation integrate with ERP systems?

Accepted Answer

Yes. Most AP automation solutions integrate with accounting and ERP systems to synchronise supplier records, general ledger codes, purchase orders, invoices, and payment information. This removes the need for duplicate data entry.

Question 5

Can AP automation reduce fraud?

Accepted Answer

Yes. AP automation introduces approval workflows, segregation of duties, invoice matching, and audit trails. These controls make it harder for fraudulent invoices or unauthorised payments to enter the payment process unnoticed.

Question 6

Can AP automation scale as a business grows?

Accepted Answer

Yes. Automation platforms are designed to handle increasing invoice volumes without requiring additional finance staff.

Question 7

Can approval workflows be customised?

Accepted Answer

Yes. Most approval systems allow workflows to be configured based on spending limits, departments, locations, projects, suppliers, or management hierarchies.

Question 8

Can approval workflows include multiple approvers?

Accepted Answer

Yes. Workflows can include sequential approvals, parallel approvals, or combinations of both depending on business requirements.

Question 9

Can approval workflows prevent unauthorised spending?

Accepted Answer

Yes. Requiring approval before payment ensures invoices are reviewed by authorised personnel before funds are released.

Question 10

Can businesses set spending limits for expenses?

Accepted Answer

Yes. Approval rules and policies can be configured to ensure expenses above certain values require additional authorisation.

Question 11

Can employees raise purchase requests from anywhere?

Accepted Answer

Yes. Zahara is a cloud-based solution that can be accessed from any device with an internet connection, allowing employees and approvers to work remotely. This is made easier with Zahara's mobile app, which works on mobile phones.

Question 12

Can employees submit expenses from their mobile devices?

Accepted Answer

Yes. Employees can submit expenses on the go by uploading receipts and creating expense claims from any device with internet access.

Zahara FAQs