Order Management (PO)
From quote to purchase order, frictionless.
- One-click purchase order creation.
- Status monitoring and reception planning.
- Zero re-entry, complete traceability.
Why digitize order management?
In many companies, purchase orders (POs) are still managed via email or spreadsheet. This leads to delays, errors , and lack of visibility.
With Weproc, each order is generated from a validated request or consultation, sent to the supplier and tracked in real time.
The result: a fluid P2P chain and strengthened governance.
Case in point: a medium-sized company has 60 jobs. Weproc consolidates requests into a single purchase order, schedules deliveries, and alerts on delays. The result: -70% in administrative costs.
How it works Order management with Weproc?
Features
keys
related to
Purchase Orders
SRM – supplier management that powers your supply chain
Centralize all your supplier files in a single space to gain visibility and compliance; Drive performance with real-time metrics and detailed reporting. A collaborative portal simplifies exchanges: order tracking, invoices and administrative documents, all without scattered emails. A secure digital vault houses attestations, contracts, and certifications for a stress-free audit, while predictive dashboards detect risks early.
The icing on the cake: Weproc connects natively to your ERP and accounting software for always up-to-date data. The result: strengthened supplier relationships, controlled costs and a resilient supply chain.
CONTRATS
Sécurisez chaque accord et boostez vos économies
Numérisez l’ensemble de vos accords-cadres et contrats fournisseurs dans un coffre-fort cloud, accessible en un clic. Weproc suit pour vous tout le cycle de vie contractuel : alertes avant reconduction tacite, échéanciers d’indexation, suivi de la consommation réelle et calcul automatique des remises de fin d’année. Une vue globale, filtrable par fournisseur ou famille d’achat, révèle les risques de rupture et les opportunités d’économies. Relié nativement à vos modules Budgets et SRM, le gestionnaire de contrats transforme la conformité en avantage compétitif et garantit un approvisionnement sans faille.
WORKFLOWS
Standardisez vos validations, sécurisez vos engagements
Standardisez vos validations en un clin d’œil : Weproc modélise votre matrice d’approbation (montant, catégorie, projet, fournisseur, centre de coûts) et oriente automatiquement chaque demande vers le bon décideur. Configurez des niveaux d’approbation séquentiels ou parallèles, des règles de délégation (remplaçants, congés), des seuils et exceptions (urgence, contrat-cadre). Les managers valident en 1 clic sur web ou mobile ; des relances intelligentes et escalades réduisent les temps morts. Un journal d’audit complet assure traçabilité et conformité, tandis que des tableaux de bord mettent en évidence goulots d’étranglement et temps de cycle pour optimiser vos processus. Directement connecté aux modules Demandes, Commandes, Factures et Budgets, le workflow déclenche contrôles et alertes au bon moment. Résultat : décisions plus rapides, engagements maîtrisés, contrôle interne renforcé.
STATISTICS – Manage your purchases with smart dashboards
Align every purchasing decision with reality: Weproc converts your data feeds into interactive, ready-to-use dashboards . Instantly see the breakdown of expenses by vendor, category, or project and detect discrepancies before they weigh on your margin. The datasets are already cleaned; export them in one click to Excel, Power BI or in your monthly reports to save valuable time. Thanks to its real-time indicators and proactive alerts, the Statistics module transforms simple observation into quick action: you secure your budgets, strengthen your negotiations and manage supplier performance to the nearest cent.
72% reduction in processing costs when placing an order with the right software
Discover all our features
Success factors purchase orders in 2025
To secure order management, three pillars are essential:
Centralize validated requests : Generating the purchase order directly from an approved request or consultation ensures compliance and avoids duplicates.
Ensure real-time monitoring : a digital tool must make it possible to view the status of orders (sent, confirmed, delivered, partial), with automatic alerts in the event of delays.
Prepare pre-accounting : each purchase order must be linked to receipts and invoices, in order to feed the accounts payable without re-entry or errors.
With Weproc, these best practices are natively integrated: your purchase orders become the heart of a fluid, traceable and compliant P2P process, right up to budget validation and accounting preparation.
FAQ– Purchasing software for purchase orders
Are you thinking of digitizing your purchases? Find here the answers to the most common questions asked in the case of the digitization of purchase orders.
What is order management in purchasing software?
Order management is the process of creating, transmitting, and tracking purchase orders sent to suppliers. In software like Weproc, each order is generated from a validated request or consultation, which ensures traceability, budget compliance and better integration with accounts payable.
How do I track the status of my orders with Weproc?
Each purchase order has a clear status (pending, confirmed, partial receipt, closed). Automatic notifications warn of delays or problems. The complete history is recorded to ensure traceability and facilitate audits.
How to avoid delivery delays with order management software?
With Weproc, you can:
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Receive real-time alerts in case of delays.
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Anticipate partial receipts and automatically follow up with suppliers.
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Consolidate your data to identify the most reliable suppliers.
These tools help improve supplier relations and limit the risk of disruption to your operations.
Can I manage several companies or sites with Weproc order management?
Yes. Weproc is designed for multi-site and multi-company environments. Each entity can have its own validation rules, dedicated budgets and specific tracking of purchase orders. You maintain a consolidated vision at group level while respecting local particularities.
What are the benefits of order management software?
A digital tool like Weproc makes it possible to:
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Automate the creation of purchase orders.
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Monitor the status in real time (sent, confirmed, partially delivered, closed).
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Minimize errors by reconciling with receipts and invoices.
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Save time by reducing administrative tasks.
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Improve budget visibility with the Provisional Expenditure Plan (PDP).
What is the difference between manual and digital order management?
Manual handover involves emails, Excel files and exploded validations, which generates errors, omissions and duplicates. Digital management centralizes all the steps in a single tool: creation of the purchase order, validation according to a configurable workflow, monitoring and automatic reconciliation with invoices and receipts. The result is a faster, more reliable and compliant process.
Does order management in Weproc integrate with my ERP or accounting?
Yes. Weproc offers ERP and accounting integrations (via API or exports). Each order can be linked to your analytical axes, cost centers or budgets. This facilitates pre-accounting and avoids any double entry, while preparing the 3-way reconciliation (order-receipt-invoice).
How does order management help with compliance and internal audit?
Each purchase order in Weproc is linked to a configurable validation workflow and recorded with a complete audit log (timestamp, validations, changes). This traceability guarantees regulatory compliance, facilitates internal audits and limits the risk of fraud or out-of-process purchases.
Purchasing procedures
complementary to the
Purchase Orders
