Stampli purchase orders
in Procurement
Not every PO needs to be in your ERP. That’s why we let you create and manage “Stampli POs”.
How Stampli makes POs easier than ever
Stampli provides an integrated solution for purchase order creation, approval, and management related to indirect spend, ensuring every purchase in an organization is backed by a PO. Our platform makes it simple to create, approve, and track POs for purchases that would otherwise not have the same level of control.
The old way: Endless data entry in the ERP
Organizations struggle with overly complex ERP processes for basic procurement tasks, wasting time navigating separate systems and forms. Managing POs in ERP systems requires financial expertise and maintaining extensive vendor item lists. This complexity leads many companies to forego POs for smaller indirect spend transactions, resulting in less control until invoices arrive.
Stampli’s approach
Our system aligns PO routing with your organizational workflow and minimizes reliance on complex ERP systems, saving costs and reducing complexity.
Key features
Standalone PO management
Create and track purchase orders entirely within Stampli, independent of an ERP.
Configurable approval workflows
Assign approval paths based on vendor, amount, department, or other criteria to match your organization’s structure.
Budget validation
Validate spending against pre-set budgets before PO approval to maintain financial control.
Item and vendor management
Easily select frequently used items and preferred vendors within Stampli without needing to create vendor records or maintain extensive lists of items.
AI-driven item suggestions
AI suggests relevant items based on historical data, reducing manual item list maintenance and eliminating duplicate or unused entries.
Multi-currency support
Issue POs in multiple currencies based on vendor location and procurement policies for global purchasing needs.
Direct vendor communication
Email POs to vendors directly from Stampli and track confirmations to streamline the procurement process.
Dynamic PO numbering
Customize PO numbering sequences to align with internal systems and maintain consistent record-keeping.
Audit and reporting
Maintain a complete audit trail of PO creation, approvals, and modifications for compliance and visibility.
Built-in comments and questions
Users can leave comments and ask questions on a PO, ensuring that all relevant discussions remain within the platform for full visibility and streamlined communication.
FAQ
What types of purchases is Stampli Purchase Orders designed for?
Stampli Purchase Orders are primarily designed for indirect spend—purchases that don’t directly impact inventory but still need control and oversight. This includes office supplies, software subscriptions, professional services, maintenance costs, and other operational expenses that organizations might not traditionally create POs for due to ERP complexity. Stampli makes it simple to extend PO coverage to these smaller purchases without adding administrative burden.
How do Stampli Purchase Orders differ from the PO functionality in our ERP?
Unlike most ERP systems that require extensive setup and maintenance of vendor and item master data, Stampli Purchase Orders offers a lightweight, user-friendly approach to PO creation and management. You don’t need to maintain complex item lists or vendor records, and our AI will suggest relevant items based on historical data. The approval workflows are easily configurable without IT assistance, and users can create and track POs without needing ERP expertise or access.
How does Stampli handle PO matching when invoices arrive?
Stampli excels at PO matching by maintaining all PO data within the same system that processes invoices. When an invoice arrives, Stampli automatically identifies corresponding POs and highlights any discrepancies in quantity, price, or items. This eliminates the tedious manual process of retrieving PO data from separate systems and comparing line items. Users can easily view both the PO and invoice side-by-side, making exception handling and approvals much faster.
What level of customization is available for approval workflows?
Stampli offers extensive customization for PO approval workflows. You can create rules based on multiple criteria including department, amount thresholds, vendor, expense category, and custom fields specific to your organization. Sequential and parallel approval paths are supported, and you can designate backup approvers to prevent bottlenecks. The system also allows for conditional routing based on budget impact or other business rules, giving you complete control over your approval process.