When businesses need to manage procurement, they often default to using the purchase order (PO) module within their enterprise resource planning (ERP) system. However, ERP PO modules are often complex, restrictive, and difficult for non-finance staff to navigate. At Systematics Software, we specialise in developing bespoke purchase order systems that offer a far more efficient, user-friendly, and cost-effective solution. Here’s why our tailored approach works better than an ERP PO module.

1. Access for All Employees Without Entering the ERP
One of the major drawbacks of an ERP-based PO module is that it often requires employees to access the entire ERP system just to raise a requisition or get approvals. ERPs are typically designed for finance and procurement teams, making them cumbersome for general staff who simply need to request purchases.
Systematics Software’s bespoke PO system provides a standalone, user-friendly interface where all employees can create requisitions and track approvals without needing ERP access. This not only improves usability but also enhances security by limiting unnecessary access to sensitive financial data.

2. Manager Oversight and Approval Control
With a bespoke PO system from Systematics Software, managers can easily oversee and approve purchase requests from a single dashboard. Our custom approval workflows ensure that requests are routed to the right person based on department, budget, or project requirements. Unlike ERP systems, which may require navigating multiple layers of permissions and screens, our solutions offer customised approval chains, real-time notifications, and better visibility over spending.

3. Get Suppliers to Submit Competitive Bids
Many ERP PO modules do not allow for supplier bid comparisons before issuing a purchase order. Our bespoke PO system includes a built-in supplier bidding function, where vendors submit competitive quotes for review before the business selects the best option. This ensures that the company is always getting the best value rather than defaulting to a single supplier.

4. Cost Efficiency and Lower Overhead
ERP systems are notoriously expensive, with high licensing fees and ongoing maintenance costs. Many businesses only use a fraction of an ERP’s capabilities, making it an inefficient investment for PO management alone. A bespoke purchase order system developed by Systematics Software is designed specifically for purchasing needs, cutting unnecessary ERP costs while still integrating seamlessly with accounting and finance systems.

5. Seamless Integration with Accounting and Other Systems
A common issue with ERP PO modules is their rigid structure, which can make integration with third-party accounting, project costing, or inventory management systems difficult. Our bespoke PO system is built to integrate seamlessly with existing finance tools such as Xero, QuickBooks, and other business management software, ensuring data flows effortlessly without manual re-entry.

6. Enhanced Reporting and Spend Control
Unlike generic ERP PO modules, our bespoke solution provides custom analytics, real-time dashboards, and spending reports tailored to business needs. This enables better budgeting, cost forecasting, and procurement planning without relying on rigid ERP reporting structures.

7. Faster Implementation and Better User Adoption
Rolling out an ERP PO module can take months, if not years, due to its complexity. In contrast, Systematics Software’s bespoke purchase order system can be implemented quickly, with a simple, intuitive design that requires minimal training. The ease of use encourages faster adoption by employees, ensuring smoother procurement processes and fewer errors.

Conclusion
While ERP systems play a crucial role in managing enterprise-wide financial operations, their purchase order modules often fall short when it comes to accessibility, flexibility, and cost-effectiveness. Systematics Software’s bespoke purchase order system offers greater usability, improved supplier competition, cost savings, and seamless integrations, making it the better choice for businesses that need a more streamlined and efficient procurement process.
For companies looking to improve their purchasing operations, investing in a bespoke PO system developed by Systematics Software can result in faster approvals, better supplier pricing, and overall improved spend control, all without the unnecessary complexity of an ERP module.