Electronic signature of a purchase order

Why digitalise purchase orders

Purchase orders (POs) are at the heart of B2B procurement flows. Having them signed electronically shortens the sales cycle, avoids delivery/invoicing disputes, and records buyer commitment.

Recommended level

Simple signature (SES) is sufficient for the majority of purchase orders. Fast, frictionless, it formalises the buyer's commitment.

For high-value POs (> €50,000) or in regulated sectors (defence, healthcare), prefer AES.

Typical procedure

• The sales representative generates the PO from the ERP (SAP, Sage, Oracle, Cegid)

• Export to PDF and send to the buyer via signing platform

• Buyer signs in a few clicks

• Signed PO automatically feeds into the ERP core (order, invoicing)

ERP integrations

Major ERPs interface with signing platforms via API:

• SAP: native connector via PI/PO or SAP Ariba

• Sage: API and Zapier connectors

• Oracle: REST API

• Cegid: dedicated plug-ins

Once integrated, the sales representative has nothing to do manually: the PO is sent automatically for signature when a quote is accepted.

Measurable benefits

• signing time reduced by 5 to 10 times

• 0 POs lost (all archived)

• invoicing triggered faster (positive cash flow for the issuer)

• fewer commercial disputes

Common mistakes

• Sending a PO without T&Cs as an appendix

• Mentioning incorrect prices (any correction = reissue)

• Failing to include delivery conditions

• Using AES for internal POs (over-engineered)

Use case: B2B industrial

An industrial equipment manufacturer processes 400 POs/month. Digital journey:

• PO generation from SAP

• sending in SES to customer buyer

• automatic follow-up at D+3

• average signing at D+1.5

• automatic SAP order feed

Administrative time saved: 1.5 FTE redeployed to sales.

How Certyneo helps you

Certyneo integrates with major ERPs (SAP, Sage, Oracle, Cegid) via API. POs are automatically sent for signature when a quote is accepted. Templates for T&Cs, automatic follow-ups, dashboard by sales representative.

Discover the Certyneo electronic signature solution

FAQ

Does a signed PO commit the buyer?

Yes, as a contractual document initiating an order.

Can a signed PO be cancelled?

According to the T&Cs: generally possible before dispatch, more difficult afterwards.

Is SES sufficient for a PO worth €100,000?

Technically yes, but AES is preferable for proof.

How long should a PO be kept?

10 years (commercial document).

Can a PO be linked to a dematerialised delivery?

Yes, via EDI or ERP integration.

Conclusion

Having purchase orders signed electronically streamlines your procurement flows and secures your invoicing. ERP integration makes the process almost invisible.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.