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Free Procurement Process Templates

Try these sample forms & workflows. Install them into your cloud account for customization. See how to visually design forms, create dynamic business rules, route for approval and sign electronically.

Simple Purchase Order Process routes for approvals

This is a common, relatively simple Purchase Order process. It includes a purchase order form that automatically fills in employee information, calculates subtotals and the grand total, allows users to attach files and sign electronically. The form is first filled in by an employee, then sent to his/her manager for approval. After the manager approves, it is sent to the finance department for payment. After the workflow completes, it generates a PDF and emails to the requesting employee.
Compare it with using Excel (or Word or PDF or even paper). Employees have to fill in basic information like their name manually, attach files, print and scan for signatures and email manually for approval. Even after it's emailed, they have to manually track it. The automated purchase order process is significantly faster.
Purchase Order Process integrated with SQL
† We need to ensure SQL database security.

PO Process integrated with SQL routes dynamically

This Purchase Order process performs SQL integration as well as conditional routing. The PO form dynamically populates product pick lists from SQL and also automatically gets the MSRP for a product from the database. It also calculates subtotals and totals, pre-populates first and last names and supports signatures and attachments. As before, the form is routed from the employee to the manager. If the amount is greater than $10,000, it will route to the VP otherwise VP approval will be skipped. After everyone has approved, the workflow emails a PDF of the purchase order to the employee.
The automated process is easy to use and saves employees time compared to Excel or PDF. Consider dynamic routing. With Excel, the manager must manually follow instructions and email the document to the VP if the amount is high otherwise skip VP approval. It's guaranteed to be error prone and costly.

Conditional Purchase Order Process routes for signatures

This is another frequent Purchase Order process requirement. In this case, the employee fills in the form and his/her manager must first approve. However, once that approval is secured, further approval may be needed from a VP but only under certain conditions (e.g. Amount > $10,000). This template also includes a dynamic purchase order form. As before, calculations are performed automatically, the form can be electronically signed, employee information is pre-filled where possible etc. After the workflow completes, it generates a PDF and emails to the requesting employee.
Compare it with using Excel (or Word or PDF or even paper). This kind of automatic conditional routing is not possible. After the manager approves, someone has to know to send it to the VP and manually email it for approval. It's a recipe for errors.
Sales Order Form integrated with SQL
† We need to ensure SQL database security.

Order Form integrated with SQL

Order forms have line items. In many cases, each line item has a product code, MSRP etc. This form pulls product information from a SQL database and dynamically sets up a pick list so the user can pick a specific product.
When the user picks a product, the MSRP is retrieved from SQL for the selected product. The form also performs calculations such as calculating individual line subtotals and an overall grand total, and also allows users to sign and attach any supporting documents electronically.
Compare it to trying to do the same thing in Excel. You can use Visual Basic to code the MSRP within Excel but when products or prices change, all such order forms must be manually updated. You'll also need to normally print the Excel for signatures.
Sales Order Form integrated with SQL
† We need to ensure SQL database security.

View Existing Customer Orders (SQL)

Sometimes, you need to go back and look at existing orders for a particular customer. This form first sets up a pick list of customers by retrieving the list from SQL. When you pick a customer, it retrieves orders for that customer. When you pick an order, the line items for that order are dynamically pulled from SQL and populated in the form. The best part is – using our powerful database connector, you don't need programming.
Word, Excel or paper forms simply cannot integrate with business data and are inherently less useful as a result. You'll literally have to go into the filing cabinet or document management system and find the existing order. Automation and integration dramatically improves the user experience and saves an enormous amount of time.

Procurement is now a strategic business function

Procurement is a basic function of every business. In order to produce goods and services, it needs to acquire raw materials, consulting services etc. from suppliers.

Procurement itself is an overarching term for a variety of processes such as Purchase Orders, Purchase Requisitions, Invoice Approvals, Vendor Management etc. Companies use these internal processes to enforce business standards, purchases are properly authorized, serve a genuine business interest and, of course, to control costs in procurement.

Nowadays, another important facet is corporate social responsibility. Companies are under constant scrutiny and initiatives such as sustainable sourcing are essential to serve the needs of today's consumers. Procurement plays a critical role in aligning vendors with corporate priorities.

Read more: Streamline your Procurement Process - A Complete Guide

Why use online purchase orders, invoices etc. vs Excel, or paper?

Many organizations have not automated their basic operations. This process automation is a crucial first step to digital transformation. Online purchase orders have vast benefits and can deliver massive ROI, especially when they're automated using a modern, visual platform:

  • Employees may choose the wrong version of the Excel PO – perhaps they have an old copy. An online PO is always the latest version.
  • They may not understand the instructions. Purchase orders can be complex and many Excel purchase orders have an entire sheet filled with instructions.
  • The Excel PO cannot dynamically fill in fields depending on who the logged in user is and other information that may be available online. In general, Excel has very limited dynamic behavior e.g. it can perform calculations but not dynamic show/hide depending on data in the form.
  • Integration with your SQL database or other business system is not available to Excel. For example, an online PO can integrate with SQL and pull vendor or product information such as MSRP from the database.
  • It's much harder to validate data in the Excel sheet. An online purchase order can ensure that all required fields are filled in,
  • Employees must email the Excel sheet around for approvals. It's an incredibly error-prone process. They may send it to the wrong manager, forget to get an essential approval from a VP, and even email the PO with mistakes and incomplete data. Even if it's sent to the right person, the employee cannot track it resulting in more emails, phone calls, and wasted time.

Read more: How to Optimize Purchase Order Processing - Stop Using Excel

Why use electronic procurement processes?

Online forms & workflows have significant advantages:

  • All fields are automatically validated. This eliminates errors and missing fields, reduces time to correct these mistakes and ensures that processes complete faster.
  • Since the solution works on all smartphones and tablet computers and supports digital signatures, required authorizers can sign from anywhere and at any time. Once again, this reduces delays in procuring needed items.
  • Routing is automatically determined. Employees don't need to manually figure out next steps nor can they make mistakes. As a result, business protocols and norms cannot be bypassed either intentionally or accidentally.
  • There's also no need to manually enter data that can be pulled from employee records, inventory SQL databases and other business systems. It saves time and reduces errors.

Why automate procurement processes with frevvo?

Using frevvo's modern, visual workflow management software, you can optimize your procurement processes like purchase orders, invoice approvals etc. to reduce data entry, manual work and complexity. Get rid of Excel and benefit from significant productivity improvements.

The software provides everything you need – drag & drop form design, visual business rules, built-in electronic signatures, automatic mobile support, drag & drop workflow routing, easy integration with SQL and back end systems, authentication to your existing systems and more. We also provide many pre-built templates that you can install and use as starting points. Sign up for a free 30-day trial and get started today.

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