You can create your own PO template to look exactly the way you want. Your supplier can receive a crisp PDF with all of the information you choose and your own logo at the top. Using CSS and our place-holders there is nothing stopping you producing a professional PO template of your choice.
Zahara allows you to create multi-step approvals with numerous conditions. This means you can create the perfect approval process for both purchases - pre spend and invoices. You can engage just one person for the approval or have multiple people involved. Simply add the steps you need.
You can easily build your approval process so people are emailed or suppliers receive a copy of the purchase order once an approval is complete.
Approves can approve by email, on their mobile devices without logging in, or through the Zahara dashboard. You can schedule to send a reminder email to all your approvers as often as you like and approvers can see how they perform compared to their colleagues.
Regardless of where you are in the world – USA, Euro zone, UK or South Africa, we allow you to set your home currency and the default currency for each of your suppliers. When it comes to reporting, the figures are converted to your home currency, regardless of the currency your order or invoices are in. Each day we record the exchange rates so your orders are raised and linked to the value of the currency rate on that specific day.
If you are receiving goods against your orders, you can check them in using the GRN process. You can accept the order in full or specify part quantities. Once the order has been received in full, the order is complete.
You can easily record the invoice in Zahara and match it against the PO. Exceptions can easily be seen and the automatic invoice approval process can decide whether the excpetions requires an approval or whether the invoice can be touted to the accounts system for payment. The approval status of the original PO and the GRN status are clearly visble when recording invoices and there are a number of settings to help control the process. You can of course record standalone (non PO) invoices and have these routed for approval an exported to Xero, Quick Books Online and Sage automatically or export to Excel / CSV for other systems.
You may only receivea few invoices a month but may still need to get them approved. Once in Zahara you can send a supplier invoice off for approval. We make the keying as easy as possible with as few keystrokes as required. Approvers can be selected from a list or you can create as many approval workflows as you need. Your approvers can approve on the go, on their phones, and you will have a neat dashboard showing all of the invoices that are “green”, approved and ready to pay, or “orange” pending or “red” in query. When keying invoices takes too much time, – you can use our SmartInvoice OCR technology to intelligently read supplier invoices as explained below …
As part of an invoice approval process, you may require the approver to code the invoice. You can select a coding approval and request the approver code the invoice with the project code, cost code or ledger code as well as commenting or amending the description like. The choice is yours.
With Zahara, you can raise a purhase order to your supplier and then record multiple invoices against the order, with the real-time balance visible to you.
Record the invoice in Zahara together with the PDF. When exported to supported accounts systems, the PDF will be visible in both the accounts and Zahara, with links from one to the other.
As part of the document lifecycle, your suppliers will send you their invoice. Although you can record these invoices very quickly in Zahara, we also provide intelligent OCR software called SmartInvoice. SmartInvoice is Windows desktop software that will read and recognise an invoice matching it against any orders in Zahara. You can then post the invoice directly into Zahara, file it on your network and post it directly into accounts systems including Sage 50 (UK), Xero & QuickBooks Online. For other systems, your ERP / accounts vendors can easily pick up invoice data from a local database or a CSV / XML file. Sounds complicated? It’s not. It’s fast, easy and affordable.
With all of this information at your fingertips, you will want to be able to download reports on spend and exceptions. We have numerous useful reports that can be queried or filtered before exporting into Excel.
Zahara is designed for the larger enterprise but makes perfect sense for any small business. You can add as many users as you like and with our affordable pricing you can set up as many users as you need. You set roles and permissions and empower buying but police spend.
One of Zahara's powerful features is budgets - the ability to create a buying framework for a department or project. You can set granularity on GL code or Cost Codes and specify the time period - week, month, quarter, year etc. The buyers can clearly see how their purchase affects the budget, the approvers can also make decisions based on budget and finance can see very clearly the status of a project or department budget in real-time.
You can use Zahara's Projects to ring-fence spend - this helps provide a great visual for events, construction and any temporary spending inside the organization. You can regulalry export a spreadsheet with the status of all project spend against an overall expected budget as well as comparing with a granular budget.