Purchase Order Management
The Qvian Suite Purchase Order system streamlines supplier relationships and procurement with AI-powered document processing and intelligent workflow management.
Overview
The Purchase Order system provides:
- AI-powered invoice processing and document recognition
- Automated supplier matching and relationship management
- Complete order lifecycle from quote to payment
- Inventory integration with automatic stock updates
- Financial workflow with accounting integration
Creating Purchase Orders
Basic PO Creation
Starting a New Purchase Order
- Go to Purchases > Create Purchase Order
- Select supplier from your vendor database
- Enter order details:
- Order date and expected delivery
- Reference numbers and notes
- Shipping and billing addresses
- Terms and conditions
- Add line items with products and quantities
- Review and submit the order
Line Item Management
- Product selection from inventory catalog
- Quantity and pricing entry
- Description and specifications details
- Expected delivery dates for each item
- Tax and discount calculations
AI-Powered Document Processing
Document Upload and Recognition
- Upload supplier documents (quotes, invoices, catalogs)
- AI extracts key information automatically
- Product matching with existing inventory
- Price comparison with historical data
- Confidence scoring for AI suggestions
Smart Data Extraction
- Vendor information and contact details
- Product specifications and descriptions
- Pricing and terms information
- Delivery schedules and requirements
- Payment terms and conditions
Supplier Management
Vendor Database
Supplier Information
- Contact details and communication preferences
- Product catalogs and capabilities
- Pricing agreements and terms
- Performance metrics and ratings
- Delivery schedules and lead times
Vendor Performance Tracking
- On-time delivery rates and statistics
- Quality ratings and defect tracking
- Price competitiveness analysis
- Communication effectiveness scores
- Overall performance rankings and trends
Supplier Relationships
Relationship Management
- Preferred supplier designations
- Contract management and renewals
- Negotiation history and terms
- Performance reviews and feedback
- Strategic partnerships and alliances
Order Workflow
Quote to Order Process
Quotation Management
- Receive supplier quotes via email or upload
- AI processes and extracts key information
- Compare quotes from multiple suppliers
- Select best option based on price, quality, and terms
- Convert quote to purchase order
Approval Workflows
- Automatic approval for standard items under limits
- Manager approval required for high-value orders
- Multi-level approval for capital expenditures
- Emergency approval procedures for urgent needs
Order Tracking
Status Management
- Draft: Order being prepared
- Sent: Order transmitted to supplier
- Acknowledged: Supplier confirms receipt
- In Production: Items being manufactured
- Shipped: Order in transit
- Received: Items delivered and checked in
- Closed: Order completed and invoiced
Communication Tracking
- Email correspondence with suppliers
- Phone call logs and notes
- Document exchanges and attachments
- Status updates and notifications
Receiving and Quality Control
Goods Receipt Process
Receiving Workflow
- Match received goods to purchase orders
- Verify quantities and product specifications
- Check quality and condition of items
- Record any discrepancies or issues
- Update inventory levels and locations
Quality Control
- Inspection checklists and procedures
- Defect tracking and reporting
- Supplier feedback and communication
- Return and rejection processes
- Quality improvement initiatives
Inventory Updates
Automatic Updates
- Real-time stock level adjustments
- Cost updates and price changes
- Location assignments and transfers
- Serial number and lot tracking
- Expiration date management
Invoice Processing
AI Invoice Recognition
Document Processing
- Upload supplier invoices via email or manual upload
- AI extracts invoice data automatically
- Match invoices to purchase orders
- Verify quantities and pricing
- Flag discrepancies for review
Intelligent Matching
- Purchase order to invoice matching
- Product and quantity verification
- Price comparison with agreed terms
- Tax calculation and validation
- Payment terms verification
Invoice Approval
Approval Process
- AI processes invoice and extracts data
- System matches invoice to purchase order
- Flag any variances for review
- Route for approval based on amount and type
- Approve and post to accounting system
Variance Management
- Quantity differences and over/under shipments
- Price variances from agreed terms
- Tax discrepancies and corrections
- Freight and handling charges
- Discount and allowance applications
Payment Management
Accounts Payable
Payment Processing
- Approved invoices ready for payment
- Payment terms and due date tracking
- Cash flow optimization and timing
- Payment method selection and processing
- Check and electronic payment options
Vendor Payments
- Payment scheduling and prioritization
- Batch payment processing
- Payment confirmation and tracking
- Vendor statements and reconciliation
- Payment history and reporting
Cash Flow Management
Payment Planning
- Upcoming payments calendar and alerts
- Cash flow forecasting and planning
- Payment prioritization and scheduling
- Discount opportunities and early payment
- Working capital optimization
Reporting and Analytics
Purchase Reports
Order Reports
- Purchase order status and tracking
- Supplier performance and analysis
- Spend analysis by category and vendor
- Delivery performance and trends
- Cost savings and optimization
Financial Reports
- Accounts payable aging and analysis
- Cash flow impact of purchases
- Budget vs. actual spending
- Cost center allocation and tracking
- ROI analysis for major purchases
Business Intelligence
Spend Analysis
- Category spending patterns and trends
- Supplier concentration and risk analysis
- Seasonal variations and planning
- Cost reduction opportunities
- Benchmarking against industry standards
Performance Metrics
- Procurement cycle time and efficiency
- Supplier performance and reliability
- Cost savings and value creation
- Process efficiency and automation
- Compliance and risk management
Integration Features
Accounting Integration
Automatic Journal Entries
- Purchase order creation generates payables
- Receipt processing updates inventory and payables
- Invoice processing creates detailed payable entries
- Payment processing updates cash and payables
- Cost allocation to appropriate expense accounts
Inventory Integration
Stock Management
- Automatic reorder point calculations
- Supplier lead time integration
- Inventory planning and optimization
- Stock level monitoring and alerts
- Cost tracking and valuation
Best Practices
Daily Operations
- Review pending orders and status updates
- Process received goods promptly
- Handle supplier communications efficiently
- Monitor payment schedules and cash flow
- Update order status and tracking information
Weekly Management
- Analyze supplier performance and issues
- Review spend patterns and trends
- Plan upcoming purchases and requirements
- Optimize payment timing and cash flow
- Update vendor relationships and contracts
Monthly Planning
- Comprehensive spend analysis and reporting
- Supplier performance reviews and feedback
- Budget planning and variance analysis
- Process improvement and optimization
- Strategic planning and goal setting
Troubleshooting
Common Issues
Order Problems
- Late deliveries and supplier communication
- Quality issues and defect handling
- Price discrepancies and resolution
- Quantity variances and adjustments
- Document processing errors
System Issues
- Integration problems and data sync
- Document recognition accuracy
- Workflow bottlenecks and delays
- User training and adoption
- Technical support and maintenance
Getting Help
Resources
- Purchase order training materials and guides
- Video tutorials for complex procedures
- Best practices documentation and templates
- Supplier management guides and procedures
Support Contacts
- Technical issues: System support team
- Process questions: Operations specialists
- Supplier problems: Vendor management team
- Training needs: Learning and development
Next Steps: Learn about Inventory Management for stock control integration, or check out Accounting Features for financial workflow details.