# Purchase Order Software > Requisitions, approval chains, purchase orders raised from real demand, goods-in booking and three-way matching - purchasing with a paper trail. **URL:** https://cubesystems.co.uk/software/purchase-order-software Uncontrolled purchasing is one of the quietest ways a profitable business leaks money. Without requisitions and approval limits, spend happens by email and phone call; without three-way matching, invoices get paid for goods that never arrived at prices nobody agreed. CubeERP’s purchasing module raises purchase orders from real demand - sales orders, works orders and reorder points - routes requisitions through approval limits you define, books goods in against the order, and matches the supplier invoice against both before it is passed for payment. ## Details - **Solution:** Purchase Order Software - **Platform:** CubeERP (https://cubesystems.co.uk/cube-erp) - **Product site:** https://cubeerp.co.uk - **Coverage:** Nationwide, implemented on site - **Also known as:** Purchasing software, Procurement software, PO system, Requisition software, Spend management software ## What is included - **Requisitions and approval limits:** Anyone can request; only the right people can approve. Limits by value, cost centre and category, with the approval trail attached to the order permanently. - **Orders raised from demand:** Purchase orders generated from sales orders, works order shortages and lead-time-aware reorder points - rather than from somebody’s recollection of what is running low. - **Three-way matching:** Purchase order, goods received note and supplier invoice matched automatically. Discrepancies in quantity or price are flagged before payment, not after. - **Goods-in booking:** Receive against the order line by scanning, handle part-deliveries and over-deliveries, and record batch or serial numbers at the point of receipt. - **Supplier performance:** On-time delivery, price variance, quality rejects and lead-time reliability measured per supplier - facts for the next negotiation instead of impressions. - **Documents on the order:** Supplier quotations, certificates of conformity, delivery notes and correspondence attached to the purchase order they belong to. ## Real-world use cases ### Spend by email **Scenario:** A services business had no purchase orders. Staff ordered by phone and email, and finance reconciled invoices against a mixture of memory and hope. Committed spend was invisible until the invoice landed. **Outcome:** Requisitions with approval limits gave the first real view of committed spend. Two duplicate subscriptions and a supplier billing an out-of-date rate were found in the first month. ### Paying for goods that never arrived **Scenario:** A manufacturer’s goods-in paperwork was filed separately from purchase orders. Part-deliveries were invoiced in full and paid in full, and nobody caught it. **Outcome:** Three-way matching now blocks any invoice that does not reconcile to the order and the goods received note. Several historic short-deliveries were recovered as credits during the first quarter. ### Chronic expediting **Scenario:** The buyer spent most of the week chasing suppliers because reorder points were set once, years earlier, and took no account of actual lead times. **Outcome:** Lead-time-aware reorder suggestions and supplier reliability scoring shifted purchasing from reactive to planned, and identified two suppliers whose stated lead times were consistently fiction. ## Figures - **3-way** Order, goods received and invoice matched - **Before spend** Approval limits enforced at requisition - **Measured** Supplier reliability, not supplier reputation ## Frequently asked questions **Can we set different approval limits per department?** Yes. Approval chains are configured by value, cost centre, category and requester, with escalation and delegation for holidays. The trail is stored against the order and cannot be edited afterwards. **Does it post purchase invoices to our accounts package?** Yes. Matched and approved purchase invoices sync to Xero, Sage or QuickBooks, so your ledger stays authoritative for finance while the control happens upstream. **Can suppliers send us electronic orders or invoices?** Purchase orders can be emailed as PDF or sent via EDI where a supplier supports it. Invoice capture can be automated for suppliers who send structured data. **What about one-off, non-stock purchases?** Fully supported. Non-stock lines carry a description, a nominal code and a cost centre, and go through exactly the same requisition and approval process as stocked items. ## Related solutions - **Stock Control Software** - Multi-location stock control with bin locations, barcode scanning, batch and serial traceability, and stock that is right first time. https://cubesystems.co.uk/software/stock-control-software - **ERP Software** - One system for quotes, orders, stock, production, purchasing and invoicing - built in the UK for growing businesses. https://cubesystems.co.uk/software/erp-software - **Manufacturing Software** - Bills of materials, works orders, routings, capacity planning and job costing - manufacturing software that reflects what actually happened on the floor. https://cubesystems.co.uk/software/manufacturing-software - **Warehouse Management Software** - Directed put-away, wave and batch picking, packing verification, carrier integration and despatch - warehouse management built into the same system as your orders. https://cubesystems.co.uk/software/warehouse-management-software ## Contact - **Company:** Cube Systems Limited (company number 17220899, ICO registration number ZC216972) - **Email:** hello@cubesystems.co.uk - **Sales:** sales@cubesystems.co.uk - **Support:** support@cubesystems.co.uk - **Telephone:** 01234 672 617 (+441234672617) - **Address:** Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP - **Opening hours:** Monday to Friday, 09:00 to 17:30 - **Part of:** Crushed Ice Group (https://crushedicegroup.co.uk)