PO lines with quantities
Each purchase order carries its lines and quantities, so the commitment is specific.
The purchase order as a controlled document, from lines to receiving.
Farexa Purchase Orders gives each PO real structure — lines, a supplier, an approval, and a status you can track — so what you committed to buy is a document to check against, not a number in an email.
A purchase order is a commitment, and a commitment needs to be a document you can hold people to. Farexa makes each PO exactly that: lines with quantities, a linked supplier, and an approval before it becomes binding. Once it's out, its status tracks through the process, so you can see what's ordered, what's approved, and what's still open without asking around.
The point of the PO is what it lets you check later. When goods arrive, the receipt is matched against the order, and when the supplier invoice comes, it's checked against what was ordered and received before anyone approves payment. The PO is the anchor for that three-way view — order, receipt, invoice — which is how overpayment and short-delivery get caught instead of paid.
It's the close-up on the purchase-order step of the wider procurement cycle. If you need the whole flow — requests and quotes ahead of it, returns and credit notes after — that's Procurement; this is the document at the centre of it, with the control that makes the rest trustworthy.
Key features
What the PO controls.
Linked supplier
The PO links to the supplier it's placed with, keeping the purchase attached to who fulfils it.
Approval before it's binding
A PO is approved before it becomes a commitment, so authority to buy is deliberate.
Status tracking
Track a PO's status through the process, so open and completed orders are visible.
Receiving against the order
Goods receipts match against the PO, so what arrived is checked against what was ordered.
Invoice check anchor
The PO anchors the match of order, receipt, and supplier invoice before payment is approved.
Updates stock on receipt
Receiving against the PO updates inventory, so ordering and stock stay connected.
Branch and project context
POs carry the context of the branch or project they're for, so spend reads where it belongs.
How it works
From raised to invoice-checked.
01
Raise the PO. Create a purchase order with its lines, quantities, and the supplier it's placed with.
02
Approve it. Route the PO for approval so it becomes a commitment only once it's signed off.
03
Track its status. Follow the PO through the process, seeing what's open and what's completed.
04
Receive against it. Record a goods receipt against the PO when the delivery arrives, updating stock.
05
Check the invoice. Match the supplier invoice against the PO and the receipt before approving it for payment.
Who it's for
Who orders through it.
- Construction and contracting — Project material orders with approval before commitment.
- Trading and distribution — Supplier orders anchored for invoice checking against receipts.
- Multi-branch operators — Branch replenishment POs with status you can track centrally.
- Buyers and finance — Buyers commit through a controlled document; finance checks invoices against it.
Works with
What the PO anchors.
- Procurement — The full cycle this PO sits at the centre of — requests, quotes, returns, credit notes.
- Inventory — Receiving against the PO updates stock.
- Accounting — Checked supplier invoices post to accounts payable.
- Finance — Committed and payable amounts feed the money view.
- Analytics — Purchase-order and supplier reporting.
FAQ
What buyers ask about POs.
What's on a purchase order?
Lines with quantities, the linked supplier, an approval step, and a status you can track. It's a controlled document — a commitment you can hold people to — rather than a figure in an email.
How does a PO help check invoices?
It's the anchor for a three-way match. Goods receipts match against the PO, and the supplier invoice is checked against what was ordered and what was received before payment is approved — which is how short-deliveries and overcharges get caught.
Does receiving against a PO update stock?
Yes. When goods are received against the purchase order, inventory updates, so ordering and stock stay connected without a separate step.
How is a PO different from Procurement?
Purchase Orders is the close-up on the PO document itself — its lines, approval, and status. Procurement is the whole cycle around it: purchase requests and vendor quotes before, and returns and supplier credit notes after. Use Procurement for the flow, this for the document.
Can a PO be approved before it's binding?
Yes. A purchase order is routed for approval before it becomes a commitment, so authority to commit spend is deliberate rather than assumed.
Make every order a document you can check.
Book a walkthrough with your own suppliers and approval rules, and see a PO anchor receiving and invoice checking.