Electronic Signature of a Purchase Order

Why digitalise purchase orders

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

Recommended level

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

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

Typical procedure

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

• Export as PDF and send to the buyer via signature platform

• Buyer signs in a few clicks

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

ERP integrations

Major ERPs interface with signature platforms via API:

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

• Sage: API and Zapier connectors

• Oracle: REST API

• Cegid: dedicated plugins

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

Measurable benefits

• signature time reduced by 5 to 10 times

• 0 lost POs (all archived)

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

• fewer commercial disputes

Common mistakes

• Sending a PO without Terms & Conditions as an appendix

• Mentioning incorrect prices (any correction = reissue)

• Forgetting 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

• SES sending to customer buyer

• automatic follow-up at D+3

• average signature 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 automatically go for signature when a quote is accepted. Templates for Terms & Conditions, automatic follow-ups, dashboard by salesperson.

FAQ

Does a signed PO commit the buyer?

Yes, as a contractual document initiating an order.

Can you cancel a signed PO?

According to Terms & Conditions: generally possible before shipment, more difficult afterwards.

Is SES sufficient for a €100,000 PO?

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 dematerialised delivery?

Yes, via EDI or ERP integration.

Conclusion

Having purchase orders electronically signed 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.