purchase orders
the first step to turning goods into great business
Users can create and manage unlimited purchase orders for any stock items, assign requirements to suppliers worldwide, and track the status of purchase orders from creation to delivery in real-time.
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?
Purchase orders contain varying levels of information based on buyer and seller needs, but typically include reference numbers and dates, buyer, and seller names and addresses, product details, payment terms, and delivery information.
what are the benefits to purchase orders?
Purchase orders are not just legal documents; they offer other benefits like stock management, enabling buyers to track levels and plan reorders, planning for budgeting future purchases, and forecasting for more accurate cash flow.
can i make a po template to reuse again and again?
Customizable Purchase Order Templates are essential for businesses trading with multiple sellers, and Bombyx makes it easy to create personalized templates using simple drag-and-drop features. Learn how to create a template here.
can i link my po to its packing list or qc report?
Orders have supporting files like packing lists and QC reports that can be uploaded by the user or supplier, and repeat orders may have production samples to ensure consistency.
what is a purchase order report?
Products receive multiple purchase orders each year, leading to a significant task for tracking buying and shipment needs. An Agile product system should offer custom functions and organisation capabilities to oversee the purchase order process and generate reports.
purchase order functions
create templates
Users can also create templates for multiple customers or suppliers that have different requirements for purchase orders, reducing time to order and maintaining 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.
ratio packs
submitting to suppliers
Here, you can choose the specific purchase order that you wish to submit for confirmation by the supplier and advance to the next stage by simply clicking on the submit button.
confirmation/ rejection
The supplier reviews the purchase order for accuracy upon receipt. They can confirm or reject it based on discrepancies. If rejected, both parties must communicate and revise the order until an agreement is reached.
revising
status
Automated status updates track purchase order progress and decisions throughout their lifecycle. Stages include draft, confirmed or rejected, revised, request for cancellation, canceled, or delivered. Tracking each step provides clarity on the current status of the purchase order.
downloading
The Bombyx system is fully integrated, but users may need to download and review files in certain instances. For example, some users may not have integrated specific suppliers and will need to email documents to them. Bombyx offers flexibility throughout the process.
supporting files
Users can attach files and documents to purchase orders in Bombyx for organized reference. This feature is useful for suppliers attaching customer POs, packing lists, and QC reports. All information is accessible in one place for all company users.
planned vs. actual
Bombyx’s planned vs. actual function helps businesses adjust to changing industry plans. Users can record actual quantities, handover, shipment, and delivery dates to identify discrepancies for future analysis and planning.
duplicating
Bombyx offers a duplicate function that allows users to easily and precisely modify purchase orders by replicating and editing existing ones. This feature is particularly useful when making similar orders or making minor adjustments to previous orders.
mark as complete
Users can mark purchase order sections as complete in Bombyx to track procurement progress. Progress reports show the percentage of the product’s lifecycle completed, informing all business members of its status and identifying bottlenecks.
filtering
 Bombyx includes a powerful filtering function. By eliminating irrelevant information, this feature helps users quickly and efficiently find what they need. This is especially beneficial for products with multiple purchase orders for different suppliers or status stages.
sorting
Bombyx provides sorting options for purchase orders to increase efficiency. Orders can be organized according to user preferences, such as by handover or delivery dates. This feature allows for quick location of information and optimized workflow, improving productivity.
log & history
Bombyx provides sorting options for purchase orders to increase efficiency. Orders can be organized according to user preferences, such as by handover or delivery dates. This feature allows for quick location of information and optimized workflow, improving productivity.
