Do-It-Yourself

The Solution to Your Business Purchasing Nightmare
       Purchase Order Express is a web-based software solution for small and medium businesses. By implementing POexpress, you create instant process and control over all purchase orders issued within your organization. Purchase Orders issuance is controlled by pre-defined approval levels; employees without approval authority may request POs via the same web based interface that will instantly route to the approver's e-mail inbox.

The Process

Step 1: Login

Employee requesting a purchase order logs into web based POExpress application, users ability to select PO's for various companies and categories with approval limits (if any) are pre-defined and set based upon your initial setup of this particular employee.

Step 2: PO Request

Employee follows simple three step process selecting the company, vendor, department code, purchase category, and entering each item to be purchased. Each step of the request is automated and final dollar figures are calculated for the employee prior to submittal for approval. The PO once submitted is routed via e-mail to the employees listed supervisor and a copy is e-mailed to the employee as well. The PO now appears in the users "Pending" PO screen as well as the "Pending" PO screen of the supervisor.

Step 3: Approval

If the purchase is within the employees approval authority limit, they may approve the purchase order and print or e-mail a copy of the approved PO to the vendor. If outside of the employees approval level, the employees supervisor may approve the PO up to their defined approval authority and/or send the PO along to another approver for final approval or denial. If approved, the PO's status is set to approved and the employee is notified via a confirmation e-mail. If denied, the PO's status is set to canceled and the employee is notified via a confirmation e-mail.

Step 4: Receipt of Goods

Once the vendor receives the PO and ships the goods, the employee who originally requested the PO will update the status of the PO to "Received" or "Partially Received" to indicate the goods or service purchased have actually been accounted for and the vendor has lived up to their end of the obligation.

Step 5: Accounting Payment & Completion

Finally, when a PO is fully accounted for as "Received" the accounting department will be able to pay any invoice they may have indicating the PO number as well as update the PO's status to "Completed". Completed is the final status for a PO and indicates the accounting department has paid and archived the appropriate paperwork for the goods originally requested in Step 1.

Step 6: Reporting

PO's with a status of "Completed" will appear in selected financial reports.

Product Summary

       Purchase Order Express is an web-based software solution for small and medium businesses' purchase order needs. By implementing Purchase Order Express a business will have instant access to process control and approval of all purchase orders issued from the companies representatives. Purchase Orders issuance is controlled by pre-defined per-user approval levels; employees without approval authority may request PO's via the same web based interface that will instantly route PO's to the defined approvers e-mail inbox. Users will also receive advanced reporting tools showing expenditures by vendor, category, department, approval user, requesting user, and more. Purchase Orders may even be approved via wireless e-mail devices!

Features & Benefits

	Centralize and Automate the PO Process	Reduces Errors and Duplication of Data
	Provides True Control Over PO Numbers and Vendor Invoicing		Reduction of Admin Time and Overhead
	24/7 Secure Web Based Access From Any Computer		Purchase Order Application Approval and Routing
	Predefined PO Routing by Supervisor		Approve POs from Web, Email, and Mobile Devices
	Export to Word or Excel Functions		Have Multiple Companies in One Easy to Use Interface
	3-Step PO Creation		1-Step PO Approval
	Instant and Real Time Reporting		Control and Audit Purchase Histories and Budgeting Trends

Approval & Security

The PO Express application is completely customizable from start to finish. Individual employees may have various types of approval authority for individual departments and categories. For example, an employee may only have access to create and approve purchase orders up to $100 for PO's created in the "Communications" category. Above $100, the PO will require approval by someone with a higher approval authority. For another category, the same employee, may have zero approval authority but may simply be able to create PO's in those categories for others to approve.

Additionally, administrative and accounting employees can have customized access to be able to view all PO's for a specific company. The following configurable options are available:

     View All POs for Specific Company
     Approve POs by Specific Category Within Approval Authority
     Employee Can Manage Other Users
     Employee Can Manage Categories
     Employee Can Manage Assets
     Employee Can Manage Vendors
     Employee Can Manage Companies
     Employee Can Manage Projects
     Employee Can Search for POs
     Employee Can View/Create Reports
     Employee Can See All POs
     Employee Can See All Projects
     Employee Can Approve POs
     Employee Can Cancel POs
     Employee Can Send POs to Others

Mobile Device Integration

PO Express is a fully integrated mobile application. Employees with access to the PO Express application may view, approve, deny, and forward POs on via approved mobile devices.

The following is a list of approved mobile device types:
     Blackberry
     Sidekick 1, 2, and 3
     Windows Media Based PDAs
     Treo
     Palm

Platform:   Windows XP/2000/Me/98/NT

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