Digital Purchase Order (DPO) is a cloud-based online purchasing software allowing controlling and approving expenses in the most simple and efficient way. The software is a stand-alone solution and can be used via mobile apps as well as on the desktop computer. The simplicity of the interface in combination with the complexity of the background structure is the main USP. DPO has been released in 2013 and runs successfully in various industries, amongst others the Hotel Industry, the Entertainment Industry, Construction, Logistics and Events. Last but not least the product has also been awarded at the worlds largest computer expo Cebit as “Best IT Innovation” in 2013, 2014, 2015 and 2016.

When managing projects, controlling costs is crucial. Especially businesses with many employees spending money on the companies behalf, as well as dealing with many vendors, require a tool to control the companies expenses. The easiest way to do so is using a online purchasing system, where decision makers, controllers and managing director can approve costs before they are obligated to pay. Digital Purchase Order creates that transparency in the most simple and efficient way. The usual workflow is divided into three steps:

Vendors or Employees create a purchase request with all terms and conditions as well as the negotiated net total amount.

Once the buyer submits the order, the system creates a uniqued ID and passes the PO to the decision makers to get their approval. Since the approval chain can be customized in the DPO settings, this whole administrative process happens automatically. The decision makers simply have to approve the Purchase Order through their mobile apps or an individualized approval list on the desktop computer. There is no need to send emails and notifications manually.

After the P.O. receives its final approval, the system sends out the confirmation to the vendor automatically. The electronic purchase order becomes a legally binding contract between both parties. That said, the vendor couldn't raise the price afterwards unless there is a new approval for the amended net total. That way the purchasing company will be safe from receiving unexpected or overcharging bills.

If you search for digital or electronic Purchase Order systems online, you will find plenty of matches. However, most of the existing systems simply concentrate on providing a Purchase Order template, which can be send via email. In actuality this type of product doesn't resolve anything, since all the circulation of the PO during the approval process needs to happen manually. Aside from this administrative work there is also no tracking system generating reports of all existing P.O.s.

Digital Purchase Order is different in three ways compared to other solutions:

This electronic purchasing system integrates the full process from creating a Purchase Order until the last approval in the same system. No manual circulation and emails are necessary.

DPO is accessible anytime from anywhere through our mobile apps, which include most features and tools of the desktop version. This is the reason, why in average every P.O. gets it's final approval within five minutes.

The approach of the online purchase order is to simplify the typical PO workflow, which is usually driven by complicated accounting terms and processes.

DPO managed to create an interface, which is simple and intuitive for all users and not just for accounting experts. 83% of our users rate the DPO usability and logical structure as above average. This is probably the reason why our customers need in average less than 60 seconds to create a Purchase Order.

The key to get to this simplicity while meeting the complex requirements of the accounting is offering an extensive admin section, where accountants can setup the main parameters for all users. As a result the average users simply select the preset data from a drop-down field instead of typing the information in themselves. In the consequence the admin section is a strong tool to customize your DPO project the way you want. You can select various currencies, preset exchange rates, customize PO numbers, name departments and expenditure types and last but not least customize the approval chain individually to the companies needs. As a result the system does most of the jobs in the background automatically. The average users just have to deal with a simple interface, which is easy to understand. On the other hand the system provides the full overview of the existing purchase order in the view section with a big variety of search tools to create customized reports.