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.

Purchase Order Software in Fareham

Being a regular route for our team from Olney, Fareham is somewhere we get to regularly. Discovery, training and go-live are all better done in the room, and at 92 miles that is entirely practical.

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.

3-way
Order, goods received and invoice matched
Before spend
Approval limits enforced at requisition
Measured
Supplier reliability, not supplier reputation

What it does

Inside purchase order software

The parts of CubeERP that make up purchasing. Everything here shares one data model, so nothing needs re-keying between them.

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.

In practice

Problems this actually solves

Anonymised, but not invented. These are the situations businesses describe to us before they change anything.

Spend by email
The situation
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.
What changed
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
The situation
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.
What changed
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
The situation
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.
What changed
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.

Local coverage

Purchasing across Hampshire

We cover Fareham and the surrounding area, including Town Centre, Portchester, Titchfield, Park Gate and Locks Heath, across the PO14, PO15, PO16 and PO17 postcode districts. We also work with businesses in Southampton, Portsmouth, Basingstoke and Winchester and elsewhere in Hampshire.

Postcode districts

PO14
PO15
PO16
PO17

Areas we cover

Town Centre, Portchester, Titchfield, Park Gate, Locks Heath, Whiteley, Wickham and Bishops Waltham.

Getting to you

Roughly 92 miles from our office in Olney, Buckinghamshire. Discovery, training and go-live are done on site as standard - not because it looks good on a proposal, but because most of what a system needs to know is learned in the building.

Purchasing elsewhere in Hampshire

All of Hampshire

How it happens

What implementation actually involves

The same process wherever you are, and for Fareham it is done in person.

Discovery
A structured session mapping how you work now - the systems, the spreadsheets and the bits held together by one person’s memory. We come back with what the platform covers as standard, what needs configuration, and what needs building.
Configuration
Your structure, sites, roles, approval chains, document templates and permissions set up to match the business - not a demo tenant with your logo dropped on it.
Data migration
Existing records brought across and reconciled: customers, stock, bills of materials, employees, holiday balances, contracts. We migrate, you check, then we cut over.
Training & rollout
Role-based training so people learn the parts they actually use, with a pilot team first where it makes sense. Documentation and short screen recordings left behind for new starters.
Ongoing support
UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

You might call it something else

Purchasing goes by a lot of names - if you searched for any of these, this is the page you wanted.

Purchasing software
Procurement software
PO system
Requisition software
Spend management software

Questions

The things people ask first

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.
Yes. Matched and approved purchase invoices sync to Xero, Sage or QuickBooks, so your ledger stays authoritative for finance while the control happens upstream.
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.
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.