Purchase orders for IFS Cloud

A purchase order is the written order you send a supplier before they deliver, so the bill can be checked against it later.

What IFS Cloud does on its own

Procurement with purchase authorization.

What you need in IFS Cloud

• Procurement
• Authorizers and authorization routing templates

Setting it up in IFS Cloud

Where to find it: Purchase requisition and Purchase Order; Purchase Authorization

1. Set up authorizers: individual, group, project role, position, requisitioner or buyer.
2. Create authorization routing templates with step numbers.
3. Attach them to purchase requisition or purchase order authorization rules.
4. Release the rules. Only released rules are used.
5. A purchase order stays Planned until authorized.

Good to know in IFS Cloud

• Steps run in order, lowest step number first.
• Authorization is bypassed if the demand code of the order line is an MRO type.
• Changes after authorization are controlled by Allow Changes after Authorization.

How to do it in IFS Cloud

How to raise a purchase order and get it approved in IFS Cloud

In IFS Cloud, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved.

How to match a supplier invoice to a purchase order in IFS Cloud

In IFS Cloud, open the purchase order, compare each supplier invoice line to the purchase order line on quantity and unit price and query any difference before you approve.

How to handle a partial delivery against a purchase order in IFS Cloud

In IFS Cloud, keep the purchase order open, check each supplier invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

What Pulsify adds

1. Raise and approve the purchase order in IFS Cloud as you do now.
2. Open purchase orders come into Pulsify from IFS Cloud.
3. When the supplier invoice arrives, Pulsify matches it to the purchase order line by line and flags differences.
4. A panel shows how much of the purchase order has been billed and what is left.

Pulsify connects to IFS Cloud. We set up the connection for you. More about purchase orders in Pulsify.

What Pulsify does not do

• Raising purchase orders in Pulsify is for Xero only. In IFS Cloud you raise them in IFS Cloud.

More help

• Purchase orders for Dynamics 365 Finance
• Purchase orders for Kinetic
• Purchase orders for CloudSuite Industrial
• Supplier statement reconciliation for IFS Cloud
• Invoice approvals for IFS Cloud
• Invoice capture for IFS Cloud
• All IFS Cloud how-to guides

Sources

Last checked 2026-10-19.

• docs.ifs.com/ifsclouddocs/25r2/Procurement/AboutPurchaseAuthorization.htm