Bombyx PLM

purchase orders

the first step to turning goods into great business

Bombyx PLM includes a purchase order management feature that helps streamline the purchasing process for all product companies. With this feature, users can easily create and manage purchase orders, track order status, and monitor supplier performance.

Create unlimited purchase orders (po’s) of any stock items you need to order. From raw materials to finished goods, users can assign their requirements to their chosen suppliers anywhere in the world. The fully integrated platform allows you to track the status of purchase orders from creation to delivery as well as providing you with real-time visibility into the procurement process.

what is a purchase order?

A purchase order is a commercial document issued by the buyer to the seller. It's a legally binding document that indicates the terms of the exchange and serves as an agreement record between buyer and seller.

what can i include in my purchase orders?

The level of information included in a Purchase order vary from the buyer and seller requirements but in general the following tend to be found in every Purchase Order:

 

  • purchase order reference number and date issued
  • buyer and seller name and addresses
  • outline of the product type, colourway, size, quantity, and agreed price
  • payment terms, payment methods, due date and late fees or discount
  • delivery date, delivery address and shipment method

what are the benefits to purchase orders?

Beyond acting as a legal document to ensure the buyer and seller follow an agreement, purchase orders provide other benefits including:

 

  • stock management - a buyer, can track stock level and plan reorders
  • planning - a buyer can plan their future purchases within their budgets
  • forecasting - a buyer can achieve more accurate cashflow forecasts

can i make a po template to reuse again and again?

Purchase Order Templates are a vital part of the administration for every business trading with different sellers, not one fits all. A good purchase order template will be set up in a way to allow the actual purchase orders to be raised within minutes.

Bombyx allows users to create customisable templates with simple drag-and-drop features. To learn how to create a purchase order template, click here.

can i link my po to its packing list or qc report?

We understand that each order can come with supporting files like a packing list or QC report, which both can be uploaded by the user or their supplier. In some instances, repeat orders come with production samples to ensure consistency. Therefore, Bombyx has created separate spaces to store this information which is allocated with every purchase order. In our Purchase Order Tutorials, you learn all the functions that can be applied for supporting information.

what is a purchase order report?

Each year products accumulate multiple purchase orders for a different month, season, store, or franchise. With hundreds of products a year being produced, this can lead to a huge task for buying and shipment tracking needs.

 

Any good Agile product system should provide the capabilities to organise and offer custom functions to generate reports to be able to oversee the process of purchase orders.

 

Learn more on how to use Bombyx Purchase Order Reports in our Tutorials.

 

All your purchases with a single view, Bombyx provides the key to better planning and smarter spending. Take control of your future buying with a purchase order report - make smarter choices, with smarter technology.

purchase order functions

create templates

If businesses have multiple customers or suppliers that have different requirements when it comes to a purchase order, users can create unlimited templates to use as a canvas for reusing repeat information, reducing time to order, and consistency on every submission.

adding

Adding a purchase order is simple. Create the document with the tap of a button and collaborate with your team and supply chain ensuring everyone is on the same page. Once created users can add product details, supplier details, ratios and quantities, price, shipment details, and much more. It's your purchase order, your way.

editing

As a purchase order develops, changes are going to happen. This could be to your product or even supplier details. Whatever it is, editing and updating your PO is simple. Suppliers won't see your changes until you've submitted it, see revising a purchase order to learn what happens once a supplier has already received and confirmed one.

ratio packs

A pack ratio is a package of a single style product but in various sizes. Many product vendors will offer their products in these packs. Bombyx offers four different ratio packs to suit all business modules and products regardless of sector or range.
Multi Destination Packed Units
Multi Single Sized Packs
Multi Size Packed Units
Single Packed Units
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submitting to suppliers

Upon completion of your purchase order, once you know your quantites and other factors simple head over the the submit and download section of the system and select the purchase order you'd like to submit for confirmation by the supplier and tap submit!

confirmation/rejection

Once a supplier receives the purchase order, they will review what is stated and from there confirm the purchase order or reject it if it's not what was discussed, at that point you can communicate further, come to an agreement revise, and resubmit.

revising

no one's 100% perfect! In some cases, a change may be needed to a purchase order after it has been submitted to a supplier. This function allows users to revise active purchase orders rather than re-creating a new one. Plus an 'amended' watermark is applied for easy clarity.

status

Statuses are automated based on the progress of the order or the decisions made regard it. purchase orders can go from draft, to confirmed or rejected, revised, request for cancelation, cancelled, or delivered. You'll see a status for every stage of the po's lifecycle, knowing where its at every step of the way.

downloading

With a fully integrated system, extracting files often isn't necessary. However, users may need to download and review files, for whatever reason. Maybe users have decided not to integrate some suppliers and need to email documentation to them. Regardless of reason, Bombyx offers flexibility at every step of the process.

supporting files

To keep organised with your orders, you're able to attach supporting files and documents to your purchase orders to keep everything together, and easy to find for all company users. Maybe you're a supplier and wanting to attach your customers PO, or you'd simply like to attach a packing list or QC report for easy reference later on down the line.

planned vs. actual

In a fast-paced industry, not everything goes according to the plan. The planned vs. actual function allows users to record actual quantities, handover, shipment, and delivery dates, providing a clear summary of the discrepancies, which allows for better analysis and planning for the future.

duplicating

On occasion you may need a similar purchase order to one you've previously made but with a few adjustments, or maybe multiple purchase orders with that requires different references per distribution centre for tracking are needed. The duplicate function allows users to copy existing po's and edit the differences quickly and accurately.

mark as complete

Marking your purchase order section as complete enables users to see the percentage of the products lifecycle completion in product progress reports ensuring everyone in the business knows the status of products and if any bottlenecks are holding progress back. Simply check the box at the top of the purchase order page of the product!

filtering

Some products have multiple purchase orders that can be for different suppliers or different status stages. Bombyx's filtering function enables a user to find what they are looking for quickly and efficiently by cutting out the noise of anything that's not relevant to your search.
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sorting

Similar to filtering, sorting allows you to view purchase orders in the way that you want to view them. Whether users want to see the earliest handover date at the top of their po lists, or maybe they prefer to see the nearest delivery date first. Whatever your sorting preference, Bombyx provides multiple ways to viewing data in a way that suits them.

log & history

Purchase orders act as a legal document, therefore a recorded log of who created and modified is crucial. Beyond logging, Bombyx saves a copy in the history of the purchase order, every time it is saved to show the version of the purchase order at that moment in time.