Streamline Purchase Orders
Automate purchasing workflow, enhance communication, minimize financial risk with Zapro’s purchase order software.
Purchase Order Creation
Manual Entry
- Users manually input all necessary information for the PO, including vendor details, item descriptions, quantities, prices, and delivery dates.
- Suitable for one-off or non-standard purchases.
Catalog-Based POs
- Users create POs by selecting items from a pre-defined catalog of products or services.
- Catalog items come with standardized descriptions, pricing, and other details.
- Streamlines the ordering process for frequently purchased items.
Purchase Requisitions (PRs) to POs
- POs are generated based on approved Purchase Requisitions (PRs).
- PRs serve as requests from end-users or departments, and upon approval, they are converted into POs.
Direct Email Invoice-to-PO Conversion
- After the fact POs are generated directly from email invoices, with just a click of a button
- This works for change management while you move from manual to automated process
Approval Based Email Invoice-to-PO Conversion
- Invoices from email goes to the Invoice inbox, where you can match and map them to the PO’sprocess
- Suppliers have access to a portal within the procurement software.
- Suppliers can initiate and submit POs directly through the portal, which are then reviewed and approved by the buying organization.
EDI (Electronic Data Interchange)
- Electronic exchange of standardized business documents, including POs, between trading partners.
- Eliminates manual data entry and enhances efficiency for high-volume transactions.
Bulk Upload
- Users can upload a spreadsheet or CSV file containing multiple POs at once.
- Useful for organizations with large-scale procurement needs or for migrating data into the system.
Integrated with ERP or Accounting Systems
- POs can be automatically generated as part of a seamless workflow within an integrated ERP (Enterprise Resource Planning) or accounting system.
API Integration
- Organizations can develop custom applications or integrations using APIs (Application Programming Interfaces) to create POs programmatically or based on specific triggers.
PO Templates
- Users can create PO templates with predefined settings, making it easy to generate standard POs with minimal data entry.
Order Tracking
Analytics and Visualizations
- Customizable Dashboards: Allows users to create customized dashboards and reports to visualize order performance, track key metrics, and identify bottlenecks.
- Real-time Visibility: Provides real-time visibility into the status and location of purchase orders throughout the entire procurement process.
- Analytics and Reporting: Provides analytics tools to analyse historical order data, identify trends, and make informed decisions about procurement strategies.
- Alerts and Notifications: Sends automated notifications to relevant stakeholders (e.g., procurement team, suppliers, and end-users) about order status changes, delays, or exceptions.
Audits and Tracking
- Order Modification: Permits authorized users to make modifications to orders when necessary, such as updating quantities, delivery dates, or adding/removing items.
- Delivery Tracking: Monitors the delivery process, including shipment status, estimated arrival times, and potential delays.
- Automatic Updates: Automatically updates the status of orders as they progress through different stages, such as order confirmation, shipment, and delivery.
- Tracking History: Maintains a comprehensive history of all order-related activities, allowing for auditing and compliance verification.
- User Access Control: Provides role-based access control to ensure that only authorized personnel can view, modify, or approve orders.
- Performance Metrics: Tracks and reports on key performance indicators (KPIs) related to order accuracy, delivery timeliness, supplier performance, and more.
Integrations
- Supplier Communication: Facilitates communication with suppliers by enabling messages and updates to be exchanged within the tracking system.
- Integration: Integrates seamlessly with other procurement and inventory management systems, including ERP (Enterprise Resource Planning) systems, to ensure data consistency and accuracy.
- Multiple Vendor Support: Manages orders with multiple suppliers and consolidates information in one central system for easier tracking and management.
- Inventory Integration: Integrates with inventory systems to help users track stock levels and reorder points based on order status and consumption.
Receipt Management
Receipt Creation
- Efficient Receipt Generation: Create digital receipts for goods or services received.
- Custom Receipt Forms: Customize receipt forms to capture essential information accurately.
Real-time Receipt Tracking
- Receipt Status Visibility: Monitor the status and completeness of receipts in real time.
- Matching: Match receipts with purchase orders and invoices for reconciliation.
Document Attachments
- Supporting Documentation: Attach supporting documents, such as packing slips or inspection reports, to receipts.
- Enhanced Context: Attachments provide additional context for auditing and compliance.
Audit Trails and Compliance
- Comprehensive Tracking: Maintain detailed audit trails of all receipt-related activities for compliance and auditing purposes.
- Policy Adherence: Ensure compliance with procurement policies and regulatory requirements.
Mobile Accessibility
- On-the-Go Receipt Management: Access and manage receipts through mobile apps for flexibility and responsiveness.
User Permissions and Security
- Data Protection: Implement role-based access control to secure sensitive receipt data.
- Data Security Measures: Employ encryption and security protocols for data protection.
Notifications and Alerts
- Automated Alerts: Receive automated email notifications for receipt submission, updates, and approvals.
- Task Reminders: Set reminders for pending receipt-related actions and deadlines.
Get the most from our solutions with these additional features
Change Purchase Orders
Easily cancel and confirm POs with a single click. Foster seamless collaboration with suppliers and streamline order deliveries.
Purchase Order Tracking
Effortlessly monitor receivables, approve change orders, and track invoice balances directly from your purchase orders.
Vendor Collaboration
Seamlessly integrate purchase orders with supplier systems. Select from manual, systematic, or customized dispatch options.
Purchase Request
Simplify requests and approvals, drive compliance, control company spending effortlessly.
Platform
Maintain a detailed record of activities and transactions, promoting transparency, accountability, and compliance in automated procurement
Chart of Accounts
Effortlessly categorize expenditures into precise dimensions, including cost center, GL, category, and others. Tailored to your FP&A specifications.
Zapro automates and optimizes purchase orders with AI. Creates accurate POs, enforces approvals, integrates suppliers, and provides spend analytics. Transforms procurement productivity.
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