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Purchase orders for exporters

Purchase orders tied to your export orders

Every purchase order knows which export order it is for. Amendments, receipts, bills and payments sit on the same record, so you always know what is bought, what has arrived and what you owe.

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  • Add lines straight from your sales orders
  • Amendments keep the old version
  • Vendor acceptance recorded with proof
1 PO linecan serve several sales orders
Every POshows ordered, received and pending
Every amendmentsaved with a revision number

How it works

  1. Step 1

    Create the purchase order

    Choose the vendor, currency and delivery date. Add lines from your sales orders or any product, with the last cost shown as a hint. A goods award from an RFQ raises the draft for you.

  2. Step 2

    Share it and record acceptance

    Send the PO as a PDF. Then record the vendor's acceptance, with the confirmed delivery date and proof attached.

  3. Step 3

    Receive, bill and pay

    Receive goods against the PO, check the vendor bill against what arrived and record payments. The PO shows ordered, received and pending at a glance.

Know what each PO is for

Every PO line shows the export orders it serves

Buy the same product for three sales orders on one PO line at one rate, and still see each order's share. From any PO, receipt or vendor bill, see which sales orders it serves. You can also split one sales order across vendors.

  • One line per product, each order's share kept
  • Trace any purchase back to its sales orders
  • Split a sales order across vendors
Changes on record

Amendments that keep the old version

Once a PO is sent, every change keeps the old version and records who made it. The PDF prints the revision, so your copy and the vendor's copy always match.

  • Amendments instead of silent edits
  • Revision printed on the PO PDF
  • Every change logged with name and date
From PO to bill to payment

Pay only for what has arrived

Add the vendor's bill on the PO. You are never billed for more than you received, and a rate that differs from the PO is flagged. GST is handled on the bill, including the concessional rate for merchant exporters. Record payments in part or in full, and you always know what you owe.

  • Billing never exceeds what was received
  • Rate differences from the PO flagged
  • Payments easy to match with the bank
Ending a PO properly

Close short, and decide what happens to the rest

When a vendor cannot supply the full quantity, close the PO short. Keep what arrived and decide what to do about the balance. You are told when a delivery is overdue.

  • Close short, with a clear choice on the balance
  • Overdue delivery alerts
  • A clear view of what has arrived and what is still due
“With Expodite's export management software, we configured our complex engineering order workflows in just a few days.”
DirectorAn engineering equipment exporter

Works with

Vendor RFQsLearn more Goods receipt and quality checksLearn more Bill of materials and back-to-back ordersLearn more

Questions

Where is GST entered on a purchase?

On the vendor bill. It handles the concessional rate for merchant exporters, IGST, or CGST plus SGST.

How does my vendor get the purchase order?

Share the PO PDF with your vendor. Expodite records when it was sent and to whom. Any later change is saved as an amendment.

Can one purchase order cover several export orders?

Yes. Buy a product once for several sales orders and Expodite tracks each order's share. Every sales order shows the POs that cover it.

What if the vendor sends less than we ordered?

Receive what arrived, and the rest stays pending. If the balance will not come, close the PO short and decide what happens to it.

Can I raise purchase orders in foreign currency?

Yes. Choose the currency on the PO, such as INR, USD or AED. Receipts and bills follow it.

Free up your time. Grow your exports.

A free 30-minute demo, online.

Book a free demoOr write to info@expodite.in

+91-8858857369 info@expodite.in

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