Spend that is authorised before it happens, not queried after it arrives.

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Purchase Order Software in Gloucester

Purchase Order Software for businesses in Gloucester. CubeERP covers Gloucester and Cheltenham, Stroud and Tewkesbury, with on-site implementation and support from our Olney office.

Book a walkthroughAbout CubeERP

Gloucester is comfortably within a morning’s drive of our Olney office, which means implementation here is done in person rather than over a screen share.

That matters more than it sounds: most of what a system needs to know is learned by standing in the building.

In a business without purchasing control, the first time finance sees a commitment is when the invoice arrives - and by then arguing about it is pointless. CubeERP puts a requisition and an approval limit in front of the spend, raises purchase orders from actual demand rather than from a feeling, books goods in against the order, and matches the invoice to both. Supplier prices, lead times and delivery performance are held and measured, so the choice of supplier is made on evidence. It is not about making buying harder; it is about making the commitment visible at the point it is made.

  • Before

    Approval happens ahead of the spend

  • 3-way

    Order, receipt and invoice matched

  • Measured

    Supplier performance, not impressions

What it does

Inside purchase order software

The parts of CubeERP that make up purchasing. Everything here shares one database, so nothing needs re-keying between them.

  • Requisitions and approval limits

    Anybody can request; the system routes it by value, category and cost centre to whoever is allowed to approve it, with the decision and any comment recorded.

  • Orders from real demand

    Purchase suggestions generated from sales orders, works orders, minimum levels and MRP, netted against what is already inbound, so you stop buying what is on its way.

  • Goods-in against the order

    Receipt by scan against the PO line, with over- and under-delivery tolerances, quarantine for inspection, and shortages flagged to the buyer immediately.

  • Three-way matching

    Order, receipt and invoice matched automatically within tolerance. Only the exceptions reach a human, which is the only reason exception handling ever gets done properly.

  • Supplier performance

    On-time delivery, quantity accuracy, quality rejections and price variance measured per supplier - so a review meeting is based on your data rather than their presentation.

  • Landed cost

    Freight, duty, clearance and handling apportioned across the lines they relate to, so item cost reflects what the goods actually cost to get into your building.

In practice

Problems this actually solves

Anonymised, but not invented. These are the situations businesses describe to us before they change anything.

  • Commitment discovered at invoice

    The situation

    A manufacturer had no purchase order discipline outside raw materials. Consumables, tooling and services were bought by phone, and finance first learned the amount when the invoice arrived.

    What changed

    Requisitions with approval limits made commitment visible at the point of order. Two categories of spend turned out to be far larger than anybody had estimated, and were renegotiated.

  • A supplier everyone defended

    The situation

    A long-standing supplier was believed to be reliable. Nobody had measured them; expediting calls were frequent, and the cost of chasing was absorbed by the buying team.

    What changed

    Delivery performance data showed 61% on-time over a year. The supplier was given the figures, improved for two quarters, and a second source was introduced regardless.

  • Invoice queries as a full-time job

    The situation

    Purchase invoices were checked manually against paper delivery notes. Queries took weeks, early-settlement discounts were routinely missed, and one person did little else.

    What changed

    Three-way matching clears the large majority automatically. The exceptions are a short daily list, and settlement discounts are now taken rather than missed.

Local coverage

Purchasing across Gloucestershire

We cover Gloucester and the surrounding area, including City Centre, Kingsholm, Barnwood, Quedgeley and Hucclecote, across the GL1, GL2, GL3 and GL4 postcode districts. We also work with businesses in Cheltenham, Stroud, Tewkesbury and Cirencester and elsewhere in Gloucestershire.

Postcode districts

  • GL1
  • GL2
  • GL3
  • GL4

Areas we cover

City Centre, Kingsholm, Barnwood, Quedgeley, Hucclecote, Abbeydale, Gloucester Business Park and Gloucester Quays.

Getting to you

Roughly68miles from our Olney office

Discovery, training and go-live are done on site as standard - not because it looks good on a proposal, but because most of what a system needs to know is learned in the building.

Purchasing elsewhere in Gloucestershire

All of Gloucestershire

How it happens

What implementation actually involves

The same process wherever you are, and for Gloucester it is done in person.

  1. 1

    Discovery

    A structured session mapping how you work now - the systems, the spreadsheets and the bits held together by one person’s memory. We come back with what the platform covers as standard, what needs configuration, and what needs building.

  2. 2

    Configuration

    Your sites, warehouses, price lists, approval limits, document templates, workflows and permissions set up to match the business - not a demo tenant with your logo dropped on it.

  3. 3

    Data migration

    Customers, suppliers, parts, bills of materials, price lists, open orders and stock balances brought across and reconciled. We migrate, you check the numbers against the old system, and only then do we cut over.

  4. 4

    Training & rollout

    Role-based training so the order desk learns the order desk and the warehouse learns the warehouse, with a pilot group first where it makes sense. Documentation and short screen recordings left behind for new starters.

  5. 5

    Ongoing support

    UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

You might call it something else

Purchasing goes by a lot of names - if you are searching for any of these, this is the page you wanted.

Purchasing softwareProcurement softwarePO systemPurchase requisition softwareSupplier management software

Questions

The things people ask first

Not on the list?01234 672 617hello@cubeerp.co.uk

  • Yes. Approvals arrive by email or notification and can be actioned from a phone, with the requisition detail, the budget position and the supplier history visible before you approve.

  • Budgets by cost centre, category and period, with committed spend recognised at order rather than at invoice - which is the only way a budget figure means anything during the month.

  • Yes, imported on a schedule with change reporting. Price increases are visible before they reach a quote, rather than discovered when the margin on a job comes in short.

  • Supported, with agreed quantities and prices held on the blanket order and call-offs drawn against it, so the remaining commitment is always clear to both sides.

  • Yes. Matched invoices post to Xero, Sage or QuickBooks with the correct nominal analysis, so purchase ledger data entry stops being a job that anybody does twice.

Related

Other things we can put right

Also available in Gloucester.

Part of a bigger system

Purchasing is one part of CubeERP. You can start here and switch the rest on later - it is the same system, not a separate purchase bolted on.

Explore the platform

Working in Gloucester?

Purchasing for your Gloucester business

Tell us what your current system does badly. We will tell you whether CubeERP fixes it, and what it would take.

Start a conversationCall 01234 672 617