Electronic Signature of a Purchase Order

Why digitalise purchase orders

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

Recommended level

Simple signature (SES) is sufficient for the majority of purchase orders. Quick, frictionless, it materialises 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 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 sales representative has nothing to do manually: the PO is automatically sent for signature when a quote is accepted.

Measurable benefits

• signature time divided by 5 to 10

• 0 PO lost (all archived)

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

• fewer business disputes

Common mistakes

• Sending a PO without Terms and Conditions as an annex

• Mentioning incorrect prices (any correction = reissue)

• Forgetting to include delivery terms

• 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

• SES sending 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 Terms and Conditions, automatic follow-ups, dashboard by sales representative.

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 Terms and 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 associated with a 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.