Purchase order management software, from draft to paid
Issuing a purchase order is the easy part. Managing it is harder: knowing which POs are waiting for the supplier, which were only partly delivered, which were invoiced at the wrong price and which are still open at month end. Procurer is purchase order management software that gives every PO a clear status, an owner and a history, so nothing is left open by accident.
Every PO has one status, and everyone sees the same one
| Status | What it means | Who acts next |
|---|---|---|
| Draft | Created from an approved request, not yet sent | Purchasing |
| Sent | Emailed to the supplier | Supplier |
| Confirmed | Supplier confirmed quantities and date (supplier portal on Scale) | Supplier ships |
| Partially received | Some lines or quantities received | Receiver |
| Received | Every line fully received | Accounts payable |
| Invoiced | Invoice matched to the PO | Accounting sync |
| Closed | Fully received and invoiced, or closed manually with a reason | Nobody |
| Cancelled | Withdrawn before completion, commitment released | Nobody |
- Draft
- What it meansCreated from an approved request, not yet sentWho acts nextPurchasing
- Sent
- What it meansEmailed to the supplierWho acts nextSupplier
- Confirmed
- What it meansSupplier confirmed quantities and date (supplier portal on Scale)Who acts nextSupplier ships
- Partially received
- What it meansSome lines or quantities receivedWho acts nextReceiver
- Received
- What it meansEvery line fully receivedWho acts nextAccounts payable
- Invoiced
- What it meansInvoice matched to the POWho acts nextAccounting sync
- Closed
- What it meansFully received and invoiced, or closed manually with a reasonWho acts nextNobody
- Cancelled
- What it meansWithdrawn before completion, commitment releasedWho acts nextNobody
Filters by status, supplier, department, buyer and date turn this into a working list. The purchasing team starts each day with "Sent, not confirmed after 3 days" and "Past delivery date, not received".
Partial deliveries without guesswork
Suppliers ship in parts all the time, and purchase order management software has to handle it line by line. Take a facilities PO for 40 office chairs at 310 USD and 10 standing desks at 690 USD, a total of 19 300 USD. The first truck brings 40 chairs and 4 desks. The receiver records exactly that. The PO moves to Partially received, the 6 missing desks stay visible as outstanding, and if the supplier invoices the full order, the invoice is held with the reason "6 desks invoiced, not received". When the second delivery arrives, the receipt is completed and the held invoice is released for matching automatically. Nobody needs to remember to come back to it.
Revisions with a full history
Prices change, quantities are cut, items are substituted. Each change to a sent PO creates a new revision. The previous version stays on the record, the difference is highlighted, and the supplier receives the revised PDF with the revision number. Changes that increase the total above the approved amount go back through approval before they are sent, so the approved amount and the ordered amount can never drift apart without a decision on record.
- Who changed what, when and why, on every PO.
- Budget commitment updated immediately after each revision.
- Supplier notified with the new PDF from the PO record.
Open POs and accruals at month end
Open POs are the most common reason month-end close runs late. Goods have arrived, but the invoice has not, so the cost belongs in this month and nobody has a list. Procurer keeps that list for you: every PO with receipts not yet invoiced, with supplier, department, GL account and the received value. Finance exports it as the accrual schedule. A second list shows POs older than a set number of days that have no receipt at all, which usually means a cancelled order nobody closed. Closing it releases the commitment back to the budget.
Purchase order management at any volume
- Team handles up to 250 POs a month for up to 25 user accounts, with receiving and QuickBooks Online or Xero sync, at 149 USD a month.
- Business handles up to 1 500 POs a month for up to 100 user accounts, with three-way matching, invoice capture and multi-currency, at 299 USD a month.
- Scale has unlimited POs for up to 300 user accounts, 5 legal entities and a supplier portal where suppliers confirm POs and update delivery dates, at 699 USD a month.
- Enterprise adds migration of historical POs, a sandbox and SAML SSO. Talk to sales.
Paid yearly: 1 488, 2 988 or 6 948 USD. Compare every limit on pricing.
What is purchase order management software?
It is software that tracks purchase orders after they are issued: supplier confirmation, deliveries, partial receipts, revisions, invoice matching and closing, with one status and history for every PO.
Can we import open POs from our current system?
Yes. Open POs can be imported from a CSV during setup so they can be received and matched in Procurer. On Enterprise, the migration of historical POs is done for you.
How are suppliers reminded about unconfirmed POs?
Purchasing sees unconfirmed and late POs on a list and can resend the PO with one click. On Scale, suppliers confirm POs and update dates in the supplier portal, and the status changes automatically.
What happens to a PO that is never fully delivered?
Finance or purchasing closes it with a reason such as "supplier short-shipped, balance cancelled". The unreceived amount is released from the budget, and the history shows why.
Can one PO be charged to several departments?
Yes. Each PO line carries its own department, project and GL account, so a single order can be split across budgets.
Know where every PO stands today
Create your account, import your open POs and start the month with one clean list.