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Technical overview of Stampli Purchase Orders
Technical overview of Stampli Purchase Orders
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Written by Melad Zahedi
Updated this week

Introduction

Stampli Purchase Orders is a standalone system that helps you create, approve, and manage purchase orders directly within Stampli. This capability simplifies the procurement process by letting you handle POs without complex ERP interactions, making it easier to maintain control over all purchases, regardless of size.

Key benefits

  • Simplified procurement process: Create and manage POs without needing to access your ERP

  • Increased visibility: Track all purchases in one place, from request to payment

  • Reduced manual work: Less data entry, fewer errors, and faster processing

  • Better compliance: Ensure all purchases follow your approval protocols

  • Enhanced vendor communication: Send POs directly to vendors and track confirmations

Who should use Stampli Purchase Orders

Stampli Purchase Orders is designed for:

  • Finance teams looking to increase PO usage without adding complexity to their ERP systems

  • Procurement teams who need a streamlined way to create and track purchase orders

  • Organizations wanting to improve spend visibility and control for all purchases, including smaller transactions

  • Teams that find their current ERP's PO process too cumbersome for routine purchasing

How Stampli POs work

Stampli Purchase Orders function as a self-contained procurement system within Stampli:

  1. Creation: POs are created directly in Stampli without requiring ERP access

  2. Routing: Approval workflows are managed within Stampli based on configured rules

  3. Approval: Designated approvers review and approve within Stampli

  4. Issuance: POs can be emailed to vendors directly from Stampli

  5. Invoice matching: When invoices arrive, they're matched to the Stampli PO

Key technical components

Simplified PO creation and management

  • Create POs directly in Stampli without ERP access

  • Select from frequently used items and preferred vendors

  • Get AI-powered suggestions based on your purchase history

  • Validate spending against pre-set budgets before approval

Item and service management

  • Simplified item database: Does not require a formal item master as in ERPs

  • Free-form entries: Allow description-based items without strict categorization

  • Historical tracking: System remembers previously used items for future selection

  • No inventory integration: Items are not automatically deducted from inventory systems

Flexible approval workflows

  • Configure approval paths based on vendor, amount, or department

  • Track approval status in real-time

  • Leave comments and ask questions within the PO

  • Maintain complete audit trails of all changes

Vendor communication

  • Email POs to vendors directly from Stampli

  • Track vendor confirmations

  • Support for multiple currencies

  • Customize PO numbering to match your internal systems

Required permissions

To create, submit, or approve Purchase Orders in Stampli, you’ll need one of these user roles:

  • Procurement Specialist

  • Procurement Admin

  • Procurement Approver

Related features

  • Stampli ERP Purchase Orders: For organizations that prefer to create POs in Stampli but need direct integration with their ERP system

  • Invoice Processing: Automatically match incoming invoices with your purchase orders

  • Vendor Management: Maintain vendor records and communication history


Frequently asked questions about Stampli Purchase Orders

How are Stampli Purchase Orders different from creating POs in my ERP?

Stampli Purchase Orders offers a more user-friendly approach with less manual data entry, AI-driven item suggestions, and streamlined approvals—all while maintaining full integration with your ERP. It's designed specifically for indirect spend, eliminating the need to maintain extensive item lists while still providing the control you need.

Do I need to create vendor records in Stampli to issue POs?

No. Unlike most ERP systems, Stampli allows you to select vendors without needing to create and maintain formal vendor records, making the process much simpler for indirect purchases.

Can I use Stampli Purchase Orders alongside my existing ERP PO process?

Yes. Many organizations use Stampli Purchase Orders for indirect spending while maintaining their ERP PO process for inventory-related purchases, giving you the best of both worlds.

Does Stampli support PO matching with invoices?

Yes. When invoices are received, Stampli automatically matches them to the corresponding POs, streamlining the approval process and ensuring accurate coding.


Getting started

To get started with Stampli Purchase Orders, check out these articles:

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