Purchase Order Control (POC) for Sage 50
At Solutions, we understand that keeping track of your purchasing and budget spend can be a challenge. POC for Sage 50 Accounts does what it ‘says on the tin’ and helps you gain more control. It is a no-nonsense add-on that helps you simplify spending and enhance your oversight of your firm’s financials.
At your company, you may have a multitude of people raising multiple purchase orders (PO) within a short time frame. These can be fraught with issues, including:
- Input errors
- A lack of the necessary authorisation
- An arduous authorisation process.
Eventually, these problems may stack upon one another, and you could start to feel like you’re losing control of your budgets. The solution shouldn’t involve a long and difficult search through a paper trail of potentially sensitive data to rectify the issue. It is unproductive, inefficient, and loses you valuable time.
POC takes your employees on a clear and streamlined purchasing process from raising an initial order through to receiving invoices and goods.
POC for Sage 50’s features give you greater end-to-end control over the purchasing process
The POC add-on for Sage 50 has several useful features that can easily be integrated with Sage 50’s base software, including the ability to:
Set up multi-level hierarchies, so that different departments and/or users can be assigned separate levels of authorisation.
Apply restrictions on nominal and supplier codes; departments; products; funds; projects; and cost codes for individual users (or a group policy).
Automate emails sent to suppliers once the PO has been approved.
Set individual spending limits for users and/or teams, as well as overall budgets.
Require POC requests and approvals through email, eliminating the risk of losing or chasing paper documents.
Allow non-Sage users access to POC.
These features are designed to ensure you have the necessary level of control over spending to properly manage your business. They eliminate potential issues and help simplify the accounting process.
Sage 50’s POC process is simple, efficient, and transparent
POC follows a very clear and streamlined map that takes users from raising orders to logging invoices and receipt of goods. Step by step, POC involves four key stages.
At the first stage, you or your employees will:
- Select a supplier
- Add any order lines
- Select products and services
- Review relevant data, such as nominal and cost codes; departments; and projects
- Add any attachments
- Save the PO request.
The second stage will involve:
- Receiving the raised PO email for the authoriser’s approval
- Approving or rejecting the submitted PO
- Adding any further PO notes
- Rerouting rejected PO orders back to the original requestor
- Repeating the initial steps until approval is granted
- Emailing the supplier a copy of the PO pdf
- Creating the approved PO file in Sage
- Sending the Sage PO number to POC for a full audit trail.
The third stage involves the overseeing of the delivery process and any relevant checks, such as:
- Receiving part or full delivery
- Adding any further attachments
- Confirming the completion of the full order
- Cancelling deliveries if required
- Creating delivery notes in Sage
- Providing supplier analysis information with notes on the reason for delivery.
The final stage ensures all the necessary paperwork is received, signed off, and stored correctly by:
- Adding part or full invoices to Sage as attachments
- Editing any detail on Sage relating to the invoice date, tax code, or nominal code
- Creating consolidated or individual invoices
- Logging invoices in Sage
- Completing the POC process.
Every step of POC’s user journey gives you the necessary checks and balances to ensure that your purchasing process is correctly controlled and documented.
The benefits of POC for Sage 50 shouldn’t be underestimated
Sage 50’s POC can help you make your company’s purchasing systems simpler and more transparent. The benefits are significant, but don’t just take our word for it.
Rennie Grove Peace Hospice Care – a hospice charity in Buckinghamshire and Hertfordshire that provides care and support for adults and children with progressive life-limiting illnesses – was looking to improve its internal controls and eliminate its time-consuming paper-based system. After choosing to adopt Sage 50’s POC, their Head of Finance, Tom Donovan, said:
“We had an excel tracking sheet and a word template and anyone in the business could raise a PO which led to many errors. As we were based across four sites, it also involved staff scanning or faxing paper POs for them to be approved at another site and then having the approved PO sent back to them.
The Finance team literally had an iron basket in the Finance office for staff to drop off signed POs.
The key benefit of Sage 50 POC is that is has given us an electronic workflow solution and allows staff to have an online repository of all their POs. Another benefit is that all the approvals are electronic, and approvers can see who has raised or approved the PO before it comes to them. In the manual system, Finance had a book of signatures which they would check against POs to ensure that they had been approved by the correct person.
The biggest saving has been in time saved. Staff who have been here for both systems, really prefer the Solutions for Accounting option. Would I recommend the product? Well, the answer is simply, yes”.
Sage 50’s POC can help you save time, while reducing potential errors and costs by:
- Granting you greater control over budgeting through assigning spending limits
- Automating the generation of authorisation emails ensuring the necessary approval is gained
- Creating an audit trail of who has raised and authorised Pos
- Restricting user access to Sage 50 accounts and protecting the integrity of your data
- Saving you money by helping you to eliminate unnecessary spending
- Enhancing your data security through requiring two-factor authentication (2FA).
Katie Davies, an accountant that now utilises Sage 50’s POC said of her experience:
“This has made getting POs signed off a much better and seamless process. It links up with Sage which has improved the process of matching invoices”.
The benefits are clear, so it is important you take the time to consider adopting this add-on. It could be the step that helps your business continue to thrive and grow.
We are here to guide you through every step of the process, but first you need to get in touch
At Solutions, we have an approachable team of Sage 50 specialists that will help you through the process of adopting POC. Our team can provide training, answer any lingering questions, and help with the installation process.
Read more: Sage Accounting Support
The implementation of Sage 50’s POC with Sage 50 Accounts is seamless. Our experts will work hand-in-hand with your team throughout the process ensuring a smooth transition start-to-finish.
It is important that you get in touch before making any final decisions, as we insist on a demo of the software before purchase, so you can rest assured it is the right fit for your business.
Drop us an email at enquiries@solutionscloud.uk or give us a call at 0115 840 5075.
Sage 50’s POC is one of many exciting add-ons that are team have developers have created.
Find out more: Solutions Additions
