Purchase Order System

[Brick]

I run a small business with nine tradesmen and the problem I am having is keeping the purchases undercontrol with two of our main suppliers. What I have come up with is a PO system where by books with job numbers are given to my staff and they give these numbers to our main suppliers when they make purchases for particular jobs.

This way I have better control around the billing process for the jobs i.e. I can see on the invoices what has been bought for what job and not rely on my staff using their memories when completing job sheets.

However the other issue I have with this is the guys sometimes needing to purchase stock for there vehicles. I don't want them having to go backwards and forwards all the time to get the mandatory items they need. So I thought about having a number system for this as well whereby staff call HQ to get a number to re-stock their vehicles.

I am really doing this to get a control over what is being purchased and to improve the efficiency/accuracy of the billing process as well.

Has anyone else had any experience at bringing in a new Purchase Order system? Any tips? Do you think my process is the right way to go about it?

Appreciate any input.

thanks

Brick

[JamesS]

Hi,

We have a custom created web based app that’s very simple. We have a list of suppliers we regularly use, if it’s a new supplier we enter them into the system. When we purchase something from them, we enter the amount and the invoice description, the system will then produce a PO number and store it in the database for future reference.