How do I Choose the Best Purchase Order Database?

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  • Written By: K'Lee Banks
  • Edited By: Jessica Seminara
  • Last Modified Date: 21 March 2020
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Criteria for choosing the best purchase order database include the specific needs of your business, the ease of use, the system requirements, and the cost. The primary purpose or function of a purchase order database is to track and store purchase orders electronically, streamlining the process for more effective purchase order management. Rather than you or your purchase order manager keeping track of hundreds or thousands of paper purchase orders, the best purchase order database system will help do the job more efficiently and accurately. Since a purchase order represents a legally binding contract between client and supplier, or buyer and seller, accuracy is essential for defining the terms of the transaction.

In addition to tracking purchase orders in a centralized location, and keeping a reliable history of transactions, purchase order databases offer additional benefits. Among these are built-in auditing and review functions, and workflow enforcement that allows for updates and revisions as necessary. Quality database systems also allow you to conduct data cleanups, to eliminate errors such as duplicate records. The overall results of choosing and implementing the best purchase order database system should be increased efficiency and productivity.


Consider the type of business your company does to help you determine what purchase order database is best for you. For instance, you may need a database to handle either corporate purchase order or inventory purchase order transactions. The former is most appropriate for companies that order supplies or services from vendors. The latter is most suitable for companies managing inventory, as they must track purchases and sales to maintain accurate inventory levels.

Ease of use, an attribute otherwise known as "user friendliness," is another important consideration when choosing the best purchase order database for your business. Choose one that has tutorials or wizards to help you learn to set up and implement your database system as quickly and easily as possible. Avoid complicated interfaces and software that does not have the right features out of the box; the database system chosen should facilitate rather than hinder your ability to improve purchase order management in your business.

System requirements for your purchase order database should be compatible with your current computer system, to save time and money. For example, review the requirements for the operating system, platform, processor, and memory, to determine if the database would be compatible and run properly on your system. It's also important to review your company's budget to ascertain what you can comfortably afford while still obtaining the best purchase order database for your business.


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