SourceSpeed

Purchase order intake

Turn incoming purchase orders into clean, approved records before they reach the supply base.

Tools

Coupa, NetSuite, Make, Zapier

Outcomes

Every purchase order has a cost centre and an owner before approval • Duplicate orders caught at intake • Median approval time down to one business day

Documentation

Instruction-ready detail below

What breaks

Buying is re-keyed line by line, so the same order is raised twice and approval stalls while someone chases a cost centre.

What the workflow does

  • Every arriving order, EDI file or forwarded email lands in one intake queue.
  • Required fields (supplier, cost centre, delivery site, payment terms, approver) are checked against the supplier record and the item master.
  • Duplicates and near-duplicates are matched on supplier, site, value and expected date.
  • A complete order is drafted with its approval chain attached; anything missing goes back to the buyer with the exact gaps named.

What a human approves

The buyer confirms the draft, the cost centre, and any request to spend above their own limit. Nothing is released to the supplier before that sign-off.

Automations

Choose the setup that matches your tools.

PO approval threshold check

Flags purchase orders above a buyer's own spend limit and attaches the approval chain.

PO duplicate check

Compares a new purchase order against open orders from the same supplier to the same site.

PO intake triage

Checks each arriving purchase order for missing header fields and returns a gap list to the buyer.

PO short shipment chase

Asks the supplier to confirm or credit a line that arrived short of the ordered quantity.

Problem this workflow solves

Purchase orders arrive as PDF attachments, email bodies and spreadsheet exports, so buyers retype the same header fields and the same order gets raised twice. A missing cost centre or approver then stalls the order long after the supplier needed it. Intake that happens once, at the door, keeps buying on schedule.

Related workflows

Vendor management

Keeps every supplier's contract, certificates, banking and tax records current, so renewals and payments stop depending on a phone call.

Inbound receiving

Book goods in against the expected order and clear every count, condition and paperwork gap at the dock.

Reorder and replenishment

Turn on-hand stock, demand and real lead time into a reviewed requisition before a line runs out.

Download

Start with one instruction file.

Download the app and begin with drafts and checklists before you write anything back.

  • •Plain-language instructions
  • •Runs on your machine
  • •Works with your existing setup
  • •Reviewable activity history
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