Electronic signature of a purchase order

Why digitalise purchase orders

Purchase orders (PO) are at the heart of B2B procurement flows. Getting them electronically signed shortens the sales cycle, avoids delivery/billing disputes, and traces buyer commitment.

Recommended level

Simple signature (SES) is sufficient for the majority of purchase orders. Quick, frictionless, it evidences 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 signature platform

• Buyer signs in a few clicks

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

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

Measurable benefits

• signature timeframe divided by 5 to 10

• 0 POs lost (all archived)

• billing triggered faster (positive cash for the issuer)

• fewer commercial disputes

Common mistakes

• Sending a PO without terms and conditions as an appendix

• Mentioning incorrect prices (any correction = reissue)

• Forgetting to include delivery conditions

• Using AES for internal POs (over-dimensioned)

Use case: B2B industrial

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

• PO generation from SAP

• sending in SES to the buyer client

• automatic follow-up at D+3

• average signature at D+1.5

• automatic SAP order feeding

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 terms and conditions, automatic reminders, dashboard by sales representative.

Discover Certyneo's 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?

Depending on the terms and conditions: generally possible before shipment, more difficult after.

Is SES sufficient for a PO of €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 associated with a dematerialised delivery?

Yes, via EDI or ERP integration.

Conclusion

Getting purchase orders electronically signed streamlines your procurement flows and secures your billings. ERP integration makes the process nearly invisible.

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