Retail Chain Purchase Orders

What's your PO process?




What is a Retail Chain Purchase Order?

A purchase order (PO) for a retail chain is a commercial document issued by a retail store or corporate office to a supplier indicating types, quantities, and agreed prices for products and services. It is used to control purchasing. These purchase orders are an essential part of managed spending. The most basic PO process is.


• Store employee or corporate user enters Purchase Order.
• PO is optionally submitted for approval.
• PO is routed to local, regional, and corporate managers.
• PO is automatically or manually sent to the supplier.
• Later, staff receive goods & services against the PO.
• User can receive partial or in full; goods and/or services.
• Received data is sent to accounting via seemless integration.
• When done, POs are auto or manually closed.
• At any time, users can view audit trails and PO history.
• At any time, managers can view POs by where they are in the process.
• At any time, managers can run real-time reports on all data.



Purchasing Glossary >




Powerful features and a whole lot more.

One-on-one setup with a specialist.     One-on-one admin and report writing training.     One-on-one over-the-phone support from real people.     Workflow with email and text notifications.     No software needed on desktops, smartphones and tablets.     Features operate the same across all devices.     Changes to POs are recorded and transparent.     Reporting on anything.     Aestiva's famous Happiness Guarantee.


Your Purchase Order For Retail Chains

If you're a retail chain you will want many features common to retail chains and, at the same time, you will want a system matched to your business process. With Aestiva you can pick and choose what you want. And make modifications prior to deployment to ensure your system fits hands-in-glove with your processes. Here is a partial list of features we provide.

Store and Store Groups
Franchise vs. Company Stores.
CapEx vs. Non-CapEx spend.
Departments and Sub-Departments
Store and Corporate Segregation.
Store-based Suppliers.

One or more PO Designs
Store-based Approvals.
Title or User-based Routing
Approve via Email or On-line.
Approval through firewalls.
Special Approvals For Employees In Training.
Supplier Acknowledgement

Receive By Store.
Merged Invoice and Receiving Processes.
Over-Receiving Management.
Under-Receiving Management.

Multi-entity Purchase Orders
Blanket POs.
PO Change Management.
Credit Memos

Automated Invoice Pickup.
Invoice Approval.
3-Way Matching.
Management By Exception.
Progress Payments.
Special Charge/Discount Management
GL Splitting

Project and Corporate Department Budgets.
Store Budgets.
Corporate Budget Controls.

Integrations with ERP and Accounting
Custom Systems Integrations
Custom Single Sign-on
Integration with BI Tools

And rolling out in 2022:
Separation of Duty Tools
Attestation SOC 2 Report
24/7/365 Support Plan*
Off-site Disaster Recovery
KPI Generation Tools
And more.

Looking for more details? How couldn't you. Schedule a demo to dig further.
And remember to ask about Aestiva's Famous Happiness Guarantee.



     


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The Design, Build, and Deploy Process

Setting up your Retail Chain Purchase Order System.

Your industry-specific Purchase Order solution starts with a base system which is changed to satisfy your needs. You may need to merge our Purchase Order system with other systems already in place or extend it beyond a basic Purchase Order solution. You may want some, all, or none of the add-ons Aestiva provides.

At Aestiva, our job is to streamline your processes, not make them more complicated. All solutions are designed to give you just what you want. Burdening users with unnecessary features is counter-productive. After all, we both want the solution to be as easy as humanly possible. Plus, we believe you should only only pay for what you need.

Last but not least, Aestiva technology is change-friendly. After any changes we make, your system will maintain its ability to be upgraded and its ability to be extended at any later time.

The Setup Process.
All of Aestiva's industry-specific solutions include a "Design, Build, and Deploy" (DBD) process.

This is how it works. First, before any commitments, Aestiva will schedule a time with an engineer to review your general needs. Aestiva will then issue you a quotation that includes your requirements plus a good faith "allocation budget for features known and unknown" (which you should not exceed unless you request items out of the original scope and budget). After purchase, Aestiva will complete a thorough specification with you, notify you how much of the "allocation budget" is actually needed (we strive to budget more than needed), and with your approval, complete the project on a fixed cost basis. For further questions please schedule a demo.



Find out more. Schedule a demo today.
And ask about Aestiva's Famous Happiness Guarantee.



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Post-Deployment Changes To Your Purchase Order Solution

Modifying Your Purchase Order Solution.

Your Aestiva Purchase order System was designed to be changed after deployment. You can request limited changes, add modules, and add new systems.

If applying a change without proper review does not put your system in danger (like adding a custom report, for example), then Aestiva can apply the addition directly to your live solution. For all other changes, Aestiva uses an industry-standard enterprise software change process.

Purchase Order Change Process
A Change is specified.
A Test (Staging) system is created or updated.
The Change is assigned to Aestiva production for completion.
The Change is applied to the Staging system.
The Change is reviewed by the customer.
Upon acceptance and Change is scheduled to be applied.
The Change is applied to the live (Production) system.


Changes are managed by your Aestiva Account Coordinator in conjunction with Aestiva's production team and, when needed, with oversight by Aestiva's engineering and senior staff.

Want to find out more? Give Aestiva a call.


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About Aestiva Software

Aestiva is a paperwork automation company. We have helped over 1,000 businesses since 1996.

From squeezing down customer response times to streamlining procurement services to building skyrocketing levels of transparency and audit, Aestiva is building a world where businesses run smarter, greener, happier, and better.

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