Purchase Order Management Overview

GoldFinch Purchase Order Management helps organizations control the procurement of products and services—from initial order creation and approval through receiving, invoicing, and closing.

Because GoldFinch runs on Salesforce, purchase orders stay connected to vendors, inventory, warehouse activity, purchase invoices, and accounting records. This gives purchasing, operations, and finance teams a shared view of each order’s status.

Manage the Purchase Order Lifecycle

GoldFinch supports the principal stages of purchase-order management:

1. Create a purchase order for products or services.
2. Review and approve the order according to company policies.
3. Send the approved order to the vendor.
4. Record full or partial warehouse receipts.
5. Match vendor invoices with purchase orders and receipts.
6. Monitor outstanding quantities and commitments.
7. Close the purchase order when processing is complete.

Available steps and controls depend on the organization’s GoldFinch configuration and licensed products.

Create Purchase Orders

Purchase orders can include vendor information, purchasing terms, expected receipt dates, warehouses, products or services, quantities, prices, taxes, and other relevant details.

Connected vendor and item information reduces duplicate entry and improves consistency throughout the purchasing process.

Support Purchase Approvals

Organizations can establish purchase-order approval processes based on their business requirements. Approval criteria may consider factors such as order value, department, buyer, or other organizational policies.

Salesforce workflow and approval capabilities can help route purchase orders to authorized reviewers and provide visibility into approval status.

Record Full and Partial Receipts

Warehouse teams can record goods received against purchase orders. GoldFinch supports full and partial receipts, including multiple receipts against the same purchase order when shipments arrive separately.

This provides visibility into:

• Quantities ordered
• Quantities received
• Quantities remaining
• Expected and actual receipt activity
• Purchase orders requiring follow-up

Receipt information can also support inventory updates and purchase-invoice matching.

Manage Blanket Purchase Orders

Blanket purchase orders can support ongoing purchasing arrangements with a vendor over a defined period or agreed quantity.

They can help organizations manage recurring purchases, negotiated pricing, and cumulative purchasing activity while maintaining visibility into the remaining commitment.

Manage Vendor Prepayments

When a vendor requires payment before delivering goods or services, GoldFinch can support vendor-prepayment processes.

Prepayments can remain associated with the applicable vendor and purchasing activity, helping finance and purchasing teams track amounts paid in advance and apply them appropriately during subsequent processing.

Match Orders, Receipts, and Invoices

GoldFinch connects purchase orders with warehouse receipts and vendor invoices. This helps users compare what was ordered, what was received, and what was invoiced.

Organizations can use this information to identify differences and apply appropriate review and approval controls before posting or payment.

Monitor Open Purchase Orders

Authorized users can use Salesforce list views, reports, and dashboards to monitor:

• Purchase orders awaiting approval
• Orders not yet sent to vendors
• Expected or overdue receipts
• Partially received orders
• Outstanding quantities and values
• Orders ready to be closed
• Purchasing activity by vendor, item, buyer, or warehouse

Business Benefits

GoldFinch Purchase Order Management can help organizations:

• Standardize purchasing processes
• Improve control over purchase commitments
• Strengthen purchase authorization
• Increase visibility into open and partially received orders
• Coordinate purchasing with warehouse and finance teams
• Improve purchase-invoice matching
• Reduce duplicate data entry and disconnected spreadsheets
• Maintain purchasing activity within Salesforce

Built on Salesforce

GoldFinch Purchase Order Management runs natively on Salesforce. Purchasing information stays connected to vendors, products, inventory, sales demand, warehouse operations, accounting, reports, and approval workflows in a shared platform.

Learn More

This page provides a high-level overview of purchase-order management. Signed-in GoldFinch customers can find detailed instructions for creating, approving, receiving, invoicing, and closing purchase orders.

To learn how GoldFinch Purchase Order Management can support your organization, contact GoldFinch Cloud Solutions.