Step 01
Templates configured per category
IT capex, marketing services, raw materials, office supplies, travel. Each category gets a template with the GL, cost-centre, approval matrix, vendor list and required fields.
Procurement Software | PO Templates
PO templates for every category. Pre-filled fields. Right approval matrix.
Reusable templates per spend category (capex, opex, services, goods, imports). Each template carries the GL coding, cost-centre, approval matrix and required fields. Requesters pick the template; the rest fills automatically.
How it works
From template selection to PO drafted.
Step 02
Requester picks the template
Requester picks the template at PO creation. Template fields auto-populate; only the line-specific fields (item, quantity, vendor) need typing.
Step 03
Approval matrix applied
The template's approval matrix routes the PO. Different matrices for capex vs opex, high-value vs low-value, India vs import.
Step 04
Vendor list pre-filtered
Approved vendors for the category surface first. Unapproved vendors warn before save.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Template config | Category + GL + matrix + vendors | Active template |
| Requester picker | Category selection | Pre-filled PO draft |
| Required fields | Per-template field policy | Validation at save |
| Vendor pre-filter | Category + approved vendor list | Filtered vendor dropdown |
| Matrix routing | Template matrix + PO amount | Approval chain |
-
Template config
- Input
- Category + GL + matrix + vendors
- Output
- Active template
-
Requester picker
- Input
- Category selection
- Output
- Pre-filled PO draft
-
Required fields
- Input
- Per-template field policy
- Output
- Validation at save
-
Vendor pre-filter
- Input
- Category + approved vendor list
- Output
- Filtered vendor dropdown
-
Matrix routing
- Input
- Template matrix + PO amount
- Output
- Approval chain
Compliance + integrations
Templates as policy enforcement.
PO templates encode the procurement policy. Mandatory fields, approved vendors, approval matrices. Requesters cannot bypass; the template is the policy.
Regulations we work within
-
Section 134(5), Companies Act
Internal financial controls supported with template evidence.
-
Rule 11(g), Companies Act
Template change history preserved.
Connects to
- Tally Prime GL code sync
PO Templates FAQ
What buyers ask.
Who configures the templates?
CFO, Controller or procurement head depending on the organisation. Template changes require approval. The audit trail captures who created or modified the template and when.
Can a requester customise a template at PO time?
Some fields (line items, quantities, dates) are always editable. Some (GL, cost-centre, approval matrix) are template-locked. Configurable per template.
Multi-template POs?
A single PO uses one template. Mixed POs (e.g., goods + services on one PO) typically split into separate POs per category. Configurable per organisation.
More in Procurement Software
Related features
Purchase Orders
Multi-line, multi-currency, multi-location POs with budget checks and approver routing.
See Purchase OrdersBudget Controls
Per cost-centre, per project, per period budgets enforced at PO creation.
See Budget ControlsRFQ & Quotation Comparison
Send RFQ to multiple vendors; side-by-side comparison; PO from winning quote.
See RFQ & Quotation Comparison
Set up 3 templates for your top spend categories.
Configure templates for capex, opex and services, free. The next 3 POs flow through the templates; requesters type less, policy compliance goes up.