{"id":6011,"date":"2023-06-05T13:30:27","date_gmt":"2023-06-05T13:30:27","guid":{"rendered":"https:\/\/www.zaharasoftware.com\/?p=6011"},"modified":"2025-10-02T08:56:29","modified_gmt":"2025-10-02T08:56:29","slug":"purchase-orders-for-smes","status":"publish","type":"post","link":"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/","title":{"rendered":"Purchase Orders for SMEs"},"content":{"rendered":"<p><span data-contrast=\"auto\">It\u2019s no secret that running a small business comes with its fair share of challenges, with\u00a0 finances and <a href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-order-management\/\">purchase order management<\/a> being a top concern. Many business owners end up managing their own finances out of necessity, with no formal training, which can be incredibly stress inducing. <\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-light-blue ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/#back_to_basics_what_is_a_purchase_order\" >Back to Basics: What is a Purchase Order?\u00a0\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/#why_should_i_use_purchase_orders\" >Why Should I Use Purchase Orders?\u00a0\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/#how_do_i_create_a_purchase_order\" >How Do I Create a Purchase Order?\u00a0\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/#how_do_i_manage_pos\" >How Do I Manage POs?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/#try_out_the_future_of_ap_register_a_zahara_trial_for_free\" >Try out the future of AP, register a Zahara trial for FREE.<\/a><\/li><\/ul><\/nav><\/div>\n\r\n<p><span data-contrast=\"auto\">As your business grows, it will make more and more sense to bring in purchase orders (POs) so you can manage accounts payable (without it becoming a massive headache!). We\u2019ve created a PO guide covering all the basics for those of you who are flirting with bringing in POs but might need a helping hand. <\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<h2><span class=\"ez-toc-section\" id=\"back_to_basics_what_is_a_purchase_order\"><\/span><span data-contrast=\"auto\">Back to Basics: What is a Purchase Order?<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<p><span data-contrast=\"auto\">A<a href=\"https:\/\/www.zaharasoftware.com\/purchase-order-system\/\"> purchase order<\/a>\u00a0is a legally binding document issued by a buyer to a seller, detailing a purchase transaction. It basically acts as a formal request for whatever you\u2019re buying, and specifies quantity, price, delivery date, etc. Purchase orders are usually associated with larger corps, but they\u2019re equally valuable for SMEs in ensuring smooth AP cycles and upholding great supplier relationships.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<p>&nbsp;<\/p>\r\n<h2><span class=\"ez-toc-section\" id=\"why_should_i_use_purchase_orders\"><\/span><span data-contrast=\"auto\">Why Should I Use Purchase Orders?<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<ol>\r\n\t<li><span data-contrast=\"auto\"> Clear Communication: POs are the easiest way to keep concise records of all goods requested, and by having everything in writing you can avoid having any misunderstandings with your suppliers.<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"2\">\r\n\t<li><span data-contrast=\"auto\"> Control Spend: By issuing a PO you can establish a budget for every purchase, and have an idea of what you\u2019re spending before you spend it.<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"3\">\r\n\t<li><span data-contrast=\"auto\"> Legal Protection: Purchase orders are legally binding, protecting both you and your suppliers in case of unexpected disputes.<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"4\">\r\n\t<li><span data-contrast=\"auto\"> Inventory Management: When you know exactly what you\u2019re ordering and when it\u2019ll arrive, you can precisely track incoming goods and keep on top of your stock.\u00a0<\/span><\/li>\r\n<\/ol>\r\n<p>&nbsp;<\/p>\r\n<p><a href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/best-purchase-order-software\/\">Compare the best Purchase Order Software.<\/a><\/p>\r\n<p><span data-ccp-props=\"{}\">\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<h2><span class=\"ez-toc-section\" id=\"how_do_i_create_a_purchase_order\"><\/span><span data-contrast=\"auto\">How Do I Create a Purchase Order?\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<ol>\r\n\t<li><span data-contrast=\"auto\"> Identify Your Needs: Work out which products or services you need (including how many of each item and when you\u2019ll need them by).<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"2\">\r\n\t<li><span data-contrast=\"auto\"> Select Vendors: Spend some time finding reliable suppliers, not only who is cheapest but who has a great reputation.\u00a0<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"3\">\r\n\t<li><span data-contrast=\"auto\"> Draft the PO: Don\u2019t worry, you don\u2019t have to start from scratch! We\u2019ve got a PO template for you at the end of this article, just remember to include all the essential info.<\/span><\/li>\r\n\t<li><span data-contrast=\"auto\"> Review the PO: Double (and triple) check the purchase order is perfect. Then you can seek any approvals needed before sending it to the supplier.<\/span><\/li>\r\n<\/ol>\r\n<ol start=\"5\">\r\n\t<li><span data-contrast=\"auto\"> Click Send: It\u2019s ready to go! Send the PO in an email to your supplier, and request acknowledgement that they\u2019ve received it.\u00a0<\/span><\/li>\r\n<\/ol>\r\n<p>&nbsp;<\/p>\r\n<h2><span class=\"ez-toc-section\" id=\"how_do_i_manage_pos\"><\/span><span data-contrast=\"auto\">How Do I Manage POs?<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<p><span data-contrast=\"auto\">We recommend organisations use dedicated purchase order software where you can raise POs and keep track of them all in one place.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<p><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">It\u2019s also really important to match the POs to the supplier invoices you receive, so you can double check that you\u2019re getting what you asked for and are paying the right amount. Again, good AP software will automatically match POs to the corresponding invoice so that you know you\u2019ve got that covered.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<p><span data-contrast=\"auto\">It\u2019s a lot of information to take in, but keep this guide handy while you\u2019re implementing purchase orders, and you\u2019ll be a fully-fledged master in no time! While it may seem daunting now, getting a handle on POs before your purchasing becomes unmanageable is invaluable and such a great skill. We have faith in you!<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<p><span data-contrast=\"auto\">If you have any more concerns feel free to get in touch with one of our experts, and don\u2019t forget your purchase order template!<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\r\n<style>\r\n\t.testbox {\r\n    border-radius: 11.725px;\r\n    background: linear-gradient(89deg, #FF5C00 0.96%, #FFB800 113.64%);\r\n    box-shadow: 2.198px 2.931px 7.548px 0px rgba(0, 0, 0, 0.10);\r\n    display: flex;\r\n    padding: 11px 14px;\r\n    color: #fff;\r\n    align-items: center;\r\n    justify-content: center;\r\n}\r\n\t.ft18 {\r\n\t\tfont-size:18px!important;\r\n\t\tfont-weight: 400!important;\r\n\t}\r\n<\/style>\r\n<div class=\"testbox ft18 mt60 mb60\"><h2 class=\"pl10 pr20 mt10 mr20 fw300 ft18 text-center text-white\"><span class=\"ez-toc-section\" id=\"try_out_the_future_of_ap_register_a_zahara_trial_for_free\"><\/span>Try out the future of AP, register a Zahara trial for FREE.<span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n  <a class=\"btn btn-solid-blue ft18\" href=\"https:\/\/www.zaharasoftware.com\/trial-signup\/?nonitro\" role=\"button\" title=\"Free trial of Zahara\" target=\"new\">Try Out Zahara<\/a>\r\n<\/div>","protected":false},"excerpt":{"rendered":"<p>It\u2019s no secret that running a small business comes with its fair share of challenges, with\u00a0 finances and purchase order management being a top concern. Many business owners end up managing their own finances out of necessity, with no formal training, which can be incredibly stress inducing. \u00a0\u00a0 As your business grows, it will make &hellip; <a href=\"https:\/\/www.zaharasoftware.com\/purchase-orders\/purchase-orders-for-smes\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Purchase Orders for SMEs&#8221;<\/span><\/a><\/p>\n","protected":false},"author":10,"featured_media":6012,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"iawp_total_views":59,"footnotes":""},"categories":[711],"tags":[],"class_list":["post-6011","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-purchase-orders"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v27.0) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Purchase Orders for SMEs<\/title>\n<meta name=\"description\" content=\"Are you looking to introduce purchase orders to your SME without it becoming a massive headache? 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