Purchase Orders Made Easy, Budgets Made Simple

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? .
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What is a Purchase Order?

A purchase order (PO) is a legally binding document issued by a buyer to a seller, detailing a purchase transaction. It basically acts as a formal request for whatever you’re buying, and specifies quantity, price, delivery date, etc. Purchase orders are usually associated with larger corps, but they’re equally valuable for SMEs in ensuring smooth AP cycles and upholding great supplier relationships.
How We Work:
RaisePORaise Purchase Order Request ApprovalRequest Approval RaisePOSend PO to Supplier
RaisePORaise Purchase Order
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RaisePOSend PO to Supplier

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Easy Approvals

Easy To Use

The great thing about Zahara is that anyone can use it. Any person with the right permissions can create a purchase order with minimal training. Our goal when we created Zahara was to keep it accessible, so the whole interface is designed to be as user-friendly as possible.

The accessibility of the platform decreases the total cost of ownership as new teams or recruits can use our help guides or quick learn videos. They’ll be shown how to get the most out of Zahara, so that you get the most out of the system too.

Supplier Management & Inventory

Great buying begins with solid supplier management.

You can easily email all or selected suppliers from within Zahara - requests for pricing are very easy. In addition, our import module allows you to keep updating product lists so you have access to 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 undertake usual diligence checks. Zahara's supplier module allows 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
How to Create a Purchase Order?
Creating a purchase order typically involves using a standardised template provided by management. This template includes fields to input essential information such as item descriptions, quantities, unit prices, and supplier details. The process entails filling in these details accurately and then officially issuing the purchase order to the chosen supplier. This standardised approach helps maintain consistency and compliance within the procurement process. When you use Zahara, this process becomes easier and faster.
What is the Difference Between a Purchase Order and an Invoice?
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, an invoice is generated by the supplier and sent to the buyer after the delivery of goods or services, requesting payment. In essence, the purchase order initiates the transaction, while the invoice finalises it by indicating the amount due.
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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