Electronic Signature of a Purchase Order

Why digitalize purchase orders

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

Recommended level

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

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

Typical procedure

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

• Export to PDF and send to 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 sales rep doesn't need to do anything manually: the PO automatically goes to 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 sender)

• fewer commercial disputes

Common mistakes

• Sending a PO without Terms & Conditions as an annex

• 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

• sent in SES to customer buyer

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

FAQ

Does a signed PO bind 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 after.

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 you associate a PO with dematerialized 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 nearly invisible.

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