The right purchase-order features depend on where the team's work breaks down. A retailer replenishing stock, a manufacturer buying components and an office approving requests may need different controls even with the same number of buyers.
Use this checklist to define requirements before comparing products. It is an evaluation framework, not a ranking of vendors or a claim that every small business needs every feature.
Ten capabilities to demonstrate
| Capability | Demonstration to request |
|---|---|
| Item and supplier records | A supplier case mapped to the units you receive and stock |
| Demand and replenishment | A proposed buy explained using stock, demand, timing and incoming orders |
| Purchase requests | A requester submits a need without committing a supplier order |
| Approval | A request that requires approval, a return with reason and an unauthorized user |
| Draft and revision | A corrected draft with the earlier version still available |
| Supplier sending | A successful send, an unacknowledged order and a failed-send recovery |
| Supplier changes | A proposed price increase, substitute and split shipment with buyer review |