Purchase Order Software - Master Cost Management with Zahara

Too many finance teams overlook the importance of purchase orders- don’t make the same mistake! Zahara’s PO system will help you regain control of spend, reduce risks of fraud, and simplify your entire procurement process. What's not to love? Cloud-based purchase order software that can be up and running in hours not weeks. Learn about implementing purchase order software
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What is a Purchase Order?

A Purchase Order, or PO for short, is like a binding promise between a buyer and a seller. It's the official way a buyer says, "I want to buy your products or services." This document is super important because it spells out all the specifics of what's being bought, such as how much, how many, at what price, and when it needs to be delivered.

You might think that only big companies use POs, but that's not the case. Small to Medium Enterprises (SMEs) find them just as useful. Why? Because they help keep purchases clear and organized, which is key for managing finances smoothly. Plus, having everything written down in a PO can really strengthen the relationship between a buyer and a seller. It shows that both parties are serious and professional about the transaction.

A Purchase Order (PO) is a legally binding document from a buyer to a seller, specifying the types, quantities, and agreed prices for products or services. Essential for both large corporations and SMEs, POs streamline the procurement process by ensuring clear terms and efficient Accounts Payable cycles. They facilitate accurate forecasting, minimize errors, and improve supplier relationships, ultimately leading to smoother operations and reduced disputes through clear communication and detailed record-keeping.

How We Work:
Raise a PORaise Purchase Order Request Purchase Order ApprovalRequest Approval Email Purchase Order PDFSend PO to Supplier
RaisePORaise Purchase Order
Request ApprovalRequest Approval
RaisePOSend PO to Supplier
Send a PO to your vendor

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Simple PO Approvals

A Purchase Order System That's Easy To Use

Zahara is truly incredible because it's crafted to be user-friendly for everyone! Any authorised user can quickly generate a purchase order with minimal training. Our ultimate aim in developing Zahara was to ensure accessibility, so the entire interface is thoughtfully designed to be user-friendly in every possible way.

The platform's high accessibility not only streamlines operations but also lowers the overall cost of ownership, as new teams or recruits can take advantage of our helpful guides and quick learning videos. These resources will expertly guide them in harnessing Zahara's full potential so that you can derive maximum benefits from the system, too!

Supplier Management & Inventory

With Zahara, emailing all or specific suppliers, supplier management, and inventory is a breeze!

Sending pricing requests is simple and hassle-free. Moreover, our import module empowers you to update product lists and effortlessly access the latest pricing.

Want to stay on top of new suppliers? No problem!

You can easily set up alerts in Microsoft Teams, which allows your finance team to carry out their checks seamlessly. Zahara's supplier module offers all these fantastic features and much more!

So now you can quickly email all or selected suppliers from within Zahara.

Requesting pricing is straightforward. Additionally, our import module allows you to update product lists to access up-to-date pricing. You can also set up an alert in Microsoft Teams when a new supplier is created so the finance team can conduct their usual diligence checks. Zahara's supplier module enables you to do all of this and more.

Supplier Inventory
Control costs with budgets

Control Spend with Budgets

Zahara allows you to create budgets for both departments and projects. These budgets can be granular - against GL codes, or cost centres with flexible periods. They’re easy to set up and allocate. When users create spend requests, they can see how their purchase will affect the budget. Managers can be notified of budgets being exceeded and refer to budgets when making approval decisions.

Budgets provide a framework for your departmental and project spend. They help make sure your high performance teams are spending the right amount, with the right people, at the right time.

Multi-step Approval Workflows

Using Zahara's conditions, you can create multi-step approval workflows that involve different managers depending on the situation. It could be that a purchase exceeds a budget or the value requires authorisation from the CFO. Whatever you need, you can specify it and create the perfect approval process in minutes. You can also send emails, change field values and send purchase orders to vendors. The approval process is then a complete workflow with a full audit trail behind every request.

Approval Workflows
staff expenses

Simple Staff Expenses

Zahara's mobile app allows staff to record expense requests. These can be stored on in the mobile app until they’re ready for approval. Each line-item can have an individual receipt added either as a photo or a PDF. Once submitted, expenses are routed into separate approval workflows and then processed faster and more easily.

What Are the Key Elements of an Effective Purchase Order (PO)?

An effective purchase order (PO) is more than just a shopping list; it's a cornerstone of efficient procurement. It should include crucial elements to ensure a smooth transaction. These elements typically consist of:

  • Supplier Information: Clearly state the name, address, and contact details of the supplier to ensure accurate delivery.
  • Buyer Information: Include your company's details for easy identification as the buyer.
  • PO Number: Assign a unique purchase order number for tracking and referencing purposes.
  • Item Details: List each item to be purchased, specifying descriptions, quantities, unit prices, and any relevant specifications.
  • Delivery Instructions: Clearly outline where and how the goods should be delivered, including delivery dates and shipping methods.
  • Payment Terms: Define the agreed-upon payment terms, such as payment due date, currency, and method of payment.
  • Terms and Conditions: Specify any additional terms and conditions that both parties must adhere to, such as warranties, return policies, or penalties for late deliveries.
  • Authorized Signatures: Ensure that the purchase order is signed by authorized personnel from both the buyer and supplier.
  • Attachments: Include any necessary documents, such as product specifications or drawings, to provide comprehensive guidance to the supplier.
By incorporating these elements into your purchase orders, you can enhance clarity, reduce the risk of disputes, and maintain a professional and organized procurement process
Why should I use Zahara for purchase orders?
We try and keep things simple. The result of this is our software doesn't take long to adopt and setup. The users quickly learn how to create purchase Orders and to wait for approval before placing their orders with your suppliers. Our user interface is intuitive and allows your teams to adopt Zahara without lengthy training.
How are purchase order approvals done?
Approvals are a big part of Zahara and help control costs because management are checking requests for spend ahead of commitment. Your managers (or approvers) can take action in several ways including mobile app, email, web app and a reminder / daily digest email. They can see all of the narrative of the purchase order and any budgets.
How do I create a Purchase Order in Zahara?
Purchase Orders are very easy to create in Zahara.. They can be created from within the web app or on the mobile app. The user will have a pre-agreed set of permissions and will be able to choose a supplier and then key in or import the goods or services required. The purchase order is then sent into a workflow which typically includes approval and sending to the supplier.
What is the Difference Between a Purchase Order and Purchase Requisition?
While both documents are integral to the purchasing process, they serve distinct purposes. A purchase order is a request made by the buyer to procure goods or services, acting as an authorisation for the supplier to deliver these items. In contrast, purchase requisitions is an internal document, often with a separate numbering system, that is used for the approval of the spend request.
Why Are Purchase Orders Important?
Purchase orders play a crucial role in the efficient operation of businesses. They provide transparency, helping to prevent misunderstandings and disputes between buyers and suppliers. Additionally, purchase orders serve as essential financial and inventory management tools, enabling organisations to track expenses, plan budgets, and maintain accurate records of procurement activities. Overall, they contribute to smoother and more organised procurement processes, which are vital for any business's success.

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