Digital Purchase Orders: From Request to Goods Receipt

Purchase Order Lifecycle

Every purchase order in Facturino goes through clearly defined steps. This structured process ensures transparency, control, and a complete audit trail — from the moment of request to final payment.

1. 1

   Draft

   Create a new purchase order by adding a supplier, items, quantities, and prices. Add a new supplier or item directly from the form without leaving the page. The draft can be edited and updated as much as you want before submitting for approval.

2. 2

   Pending Approval

   The order has been submitted for review. The responsible person (manager, owner, or finance department) reviews the order, checks the items and total amount, and decides whether to approve or return it for corrections.

3. 3

   Approved

   The order is approved and ready to be sent to the supplier. At this point, the system locks key fields — items, quantities, and prices become immutable to ensure document integrity.

4. 4

   Sent to Supplier

   The order is sent by email directly to the supplier from Facturino. The system tracks the email status: whether it was successfully sent, whether there was an error, or whether the supplier has no registered email. So you always know if the supplier received the order.

5. 5

   Goods Received

   When goods arrive, record the receipt item by item. Facturino automatically caps the received quantity at the ordered quantity — you cannot receive more than you ordered, preventing errors and inventory surplus.

6. 6

   Bill Created

   After receiving goods, create an incoming bill directly from the order with one click. All items, quantities, and prices are automatically transferred — no manual entry and no risk of errors.

Key Features

Facturino offers powerful procurement management features that make purchase orders efficient, controlled, and fully digital.

• Inline supplier creation — New supplier? Add them without leaving the purchase order form. Enter name, tax number, and contact details and continue with the order.
• Inline item creation — New item not in the database? Add it with one click directly from the order line. No workflow interruption.
• Email status tracking — For every sent order, the system records: whether the email was successfully delivered (sent), whether there was a sending error (failed), or whether the supplier has no email on file (no_email).
• Over-receipt protection — The system automatically caps received quantity at the maximum ordered amount. If you ordered 100 units, you cannot receive 105 — protection against errors and abuse.
• Automatic bill creation — From a received order, generate an incoming bill with one click with all data transferred automatically.
• Multi-currency support — Order from international suppliers in EUR, USD, or any currency. The system automatically converts amounts.

Why Purchase Orders Matter

Digital purchase orders are not just a convenience — they are a business necessity for any company that wants to operate transparently and efficiently.

• Legal protection — Every order serves as a documented agreement between you and the supplier. In case of a dispute, you have a complete trail: who ordered, when, how much, and at what price.
• Budget control — Approval before sending prevents unauthorized purchases. Management has visibility into every denar spent on procurement.
• Inventory accuracy — Item-by-item receipt tracking ensures that the warehouse accurately reflects reality. No more "phantom" inventory.
• Audit trail — Every status change, every approval, and every dispatch is recorded with date, time, and user. Ready for inspection at any moment.

Example: Office Supplies Purchase Order

Let us see how the entire process looks in practice, step by step.

1. 1

   Create the order

   Open the procurement module and click "New Order". Select the supplier "Pishuvalka DOOEL" — or create them directly if not yet added. Add 3 items: 10 boxes of A4 paper (350 MKD each), 5 printer toners (1,200 MKD each), 20 ballpoint pens (50 MKD each). Total: 10,500 MKD.

2. 2

   Submit for approval

   Save the order and click "Submit for Approval". The order gets the status "Pending Approval" and the manager receives a notification.

3. 3

   Approve the order

   The manager reviews the order, confirms the items and amounts, and clicks "Approve". The order gets the status "Approved".

4. 4

   Send by email

   Click "Send to Supplier" — the order is emailed to Pishuvalka DOOEL. The system records the status: "Email sent successfully".

5. 5

   Receive the goods

   When goods arrive, open the order and click "Receive Goods". Enter the received quantities — the system does not allow entering more than ordered (e.g., maximum 10 boxes of paper, not 12).

6. 6

   Create a bill

   After receipt, click "Create Bill" — all data is automatically transferred. The bill is ready for posting and payment. The entire process is complete without a single manually entered number.

Start With Digital Procurement

Facturino transforms procurement chaos into a structured, controlled process. No notebooks, no lost Viber messages, no duplicate orders. Sign up today and start managing purchases digitally — free for up to 3 orders per month.