Purchase Order Management Software
A purchase order is a promise about stock and a promise about money, and the two come apart easily. The goods arrive in two deliveries, the freight invoice turns up three weeks later, and the supplier bills for a price nobody remembers agreeing. By then the order is an email, the delivery is a note in the warehouse and the bill is with the bookkeeper. Qoblex keeps the order, the goods received and the bill on one record, so you can see what you asked for, what actually came, and what you are being asked to pay.
What you ordered, what arrived, what you owe
Those three numbers are supposed to match, and the times they do not are exactly the times it costs money. Keeping them on one order is what makes the difference visible while you can still do something about it.
Book in what turned up, not what you ordered
A goods receipt records the quantities that actually arrived, in the location they went to, with batch or serial numbers captured as you receive. Short deliveries stay visible instead of being quietly corrected on the order.
Freight and duty land on the goods
Add shipping, handling, freight and import duty as their own lines on the order, in their own currency. Qoblex spreads them across the line items by value, so the expensive product absorbs more freight than the cheap one and unit cost is true before you sell anything.
The bill has to agree before you pay it
The supplier bill sits beside the order and the receipt, so the three-way check is a screen rather than an exercise. It is what catches a freight invoice higher than quoted, and a price that moved between the quote and the invoice.
Nobody spends without the right sign-off
An order can be sent for approval and only becomes real once it is approved. Permissions decide who can approve, so buying stays open to the people doing the buying without the commitment being theirs alone.
Buy in the supplier’s currency
Raise the order in what the supplier invoices, with automatic or custom exchange rates, and read cost in your own. A freight bill can be in a different currency from the order it belongs to, which is usually exactly what happens.
Reorder before the shelf is empty
The Reorder Inventory report lists every product that has reached its reorder point, and raises the purchase orders from the report itself, grouped by supplier. Buying stops depending on somebody noticing a gap.
Deposits and part payments, recorded
Record a payment against a bill, or a deposit paid before any bill exists, and allocate it later. Suppliers who want money up front stop being the ones whose balance nobody can explain.
Send goods back without losing the thread
A supplier return takes the units back out of stock and a supplier refund handles the money, linked to the bill they came from. Damaged and wrong deliveries stop being an adjustment with a note attached.
The paperwork stays with the order
The commercial invoice, the customs paperwork, the freight bill and the email where the price was agreed attach to the order. When somebody questions a cost six months later, the evidence is on the record rather than in an inbox.
This app is one of the best investments ever! Our inventory problems have been solved. 90% of our products are bundles/composites and Qoblex works perfectly with these types of products. Support is awesome!
Frequently asked questions
Purchasing, freight, approvals, receiving and supplier bills.
What is purchase order software?
Purchase order software records what you ordered from a supplier, what arrived, and what you were billed, as three linked records rather than three unrelated documents. That is what lets you see a short delivery or an invoice that does not match the agreed price, and what puts the cost of the goods into your inventory value automatically.
Can I manage purchase orders in more than one currency?
Yes. Orders can be raised in over 200 currencies with automatic or custom exchange rates. Cost is computed in your base currency, and an extra cost such as freight can be in a different currency from the order it applies to.
How are shipping and freight handled?
They go on the order as extra cost lines and are distributed across the line items by value, so each product takes a share proportional to what it is worth. That share becomes part of the unit cost when the goods are received. See landed costs for how that flows through to margin.
Can I receive a delivery in parts?
Yes. Each goods receipt records what arrived on that occasion, and the order shows as partly received until the rest turns up. What is still outstanding can be moved to a back order, so the open order reflects what you are still waiting for.
Can I set up an approval workflow?
Yes. An order can be sent for approval and cannot be acted on until it is approved, and permissions control who is allowed to do that. An approved order can be reverted to draft if something has to change.
Do purchase orders sync to my accounting system?
Yes. Supplier bills and their payments post to Xero or QuickBooks Online, coded to the accounts you choose, with rules to send particular lines elsewhere. Your accounting platform stays the book of record. Each accounting connection is a paid integration; see pricing.
Can I import purchase orders instead of typing them?
Yes. Whole purchase orders come in from a CSV file from the Purchases list, and line items can be imported into an order that is already open. Both have a template, and both report the rows they could not read rather than half-importing a file.
How it works
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Go live fast
Unlike other systems, we can get you up and running within 1 week.