PO Requisition

By implementing a PO Requisition system along with an Accounts Payable automation solution, AP professionals are able to maintain tighter control over the entire payable process from requisition to payment. The problem is that small to medium-sized business that want to gain the benefits of an automated PO requisition solution simply can’t afford the costs associated with implementing it. ASPEN Accounts Payable PO Requisition System breaks through these barriers by offering a comprehensive, cost-effective solution that incorporates built-in best practices and customizable business rules. It enables you to dramatically enhance internal control over expenses, payables, disbursements and vendors.

Why Implement the PO Requisition System with ASPEN Accounts Payable?

Users of ASPEN Accounts Payable have gained significant savings and efficiencies for processing and approving invoices and now those same benefits can be experienced on the PO requisition side. ASPEN Accounts Payable PO Requisition System extends accounts payable automation to include PO approval.

How the PO Requisition System Works

ASPEN Accounts Payable's PO requisition technology enables you to generate POs and route them online for approval using SmartRouting technology. Upon approval, POs can be printed or emailed to the suppliers directly from ASPEN Accounts Payable so that paper is not being passed back and forth. Automated 2 way matching occurs between the PO and the invoice when it arrives. All invoices will be tracked against the PO in the case of a blanket PO or partial payment against a PO. Adding matching rules further puts controls in place to ensure the invoice to PO matching rules are enforced. Additionally tolerances can be applied during PO to invoice matching to allow for unexpected amounts like tax or freight as well as overages on items shipped.

Ensure Proper PO Approvals

The online PO requisition approval process prevents items from being ordered without necessary approvals. PO requisitions are automatically routed via ASPEN Accounts Payable's SmartRouting technology to the next approver listed in your business rules. If denied, requisitions can be returned to the original requisitioner with a reason for the rejection.

Streamline Software Administration

You can leverage the same AP user base for PO requisitions that are available in ASPEN Accounts Payable, which cuts down on having to maintain users in separate systems. You can also share the ASPEN Accounts Payable delegation of authority rules hierarchy, which is already in existence for the invoice processing. This means one consistent approval authority process is used to maintain both PO requisition and invoice approvals.

Get Up and Running Quickly

The PO Requisition system provides the same end user interface for PO requisitions as for invoice approval. This cuts down on training time, alleviates system administration needs and enables one central place to handle your PO requisition and invoicing needs.

Simplify the PO Approval Process

You can review and approve PO Requisitions online and convert them into Purchase Orders without re-keying any data. Purchase Orders can be printed or emailed to the suppliers directly from ASPEN Accounts Payable, eliminating paper from being sent back and forth.

Automate the Matching Process

The PO Requisition system provides for automated 2 way matching between the approved PO requisition and the invoice when it is received. ASPEN Accounts Payable also tracks all invoices against the PO, allowing you to easily manage a blanket PO or partial payment against a PO. Adding matching rules further puts controls in place to ensure the invoice to PO matching rules are enforced. Additionally tolerances can be applied during PO to invoice matching to allow for unexpected amounts like tax or freight as well as overages on items shipped.

Add Additional Details

Trailing documents can be attached to the online PO Requisition form via email, upload or fax, allowing you to keep better track of approvals.