Electronic signature of a purchase order

Why digitize purchase orders

Why digitize purchase orders

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

Recommended levelThesimple signature (SES)

is sufficient for the majority of purchase orders. Fast, frictionless, it materializes the buyer's commitment.For high-value BCs (> €50,000) or in regulated sectors (defense, health), preferAES

.

1. Typical procedure
2. The salesperson generates the BC from the ERP (SAP, Sage, Oracle, Cegid)
3. Export to PDF and sent to the buyer via signature platform
4. Buyer signs in a few clicks

signed BC automatically feeds the core of the ERP (order, invoicing)

ERP integrations

• ERP integrationsMajor ERPs interface with signature platforms via API:
• SAP ⬥⬥⬥: native connector via PI/PO or SAP AribaSage ⬥⬥⬥: Zapier API and connectors
• Oracle ⬥⬥⬥: REST APICegid ⬥⬥⬥: dedicated plugins
• Once integrated, the salesperson does not have to do anything manually: the PO starts automatically upon signature when a quote is accepted.Measurable benefits

signature time divided by 5 to 10

0 BC lost (all archived)

• invoicing triggered more quickly (positive cash for the issuer)
• fewer commercial disputes
• Frequent errors
• Send a PO without CGV attached

Mention incorrect prices (any correction = reissue)

• Mention incorrect prices (any correction = reissue)
• Forget to include delivery conditions
• Use AES for internal PO (oversized)
• Use case: industrial B2B

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

BC generation from SAP

• sending in SES to the customer buyer
• automatic follow-up on D+3
• average signature on D+1.5
• automatic SAP order supply
• Administrative time saved: 1.5 FTE redeployed to the commercial.

How Certyneo helps you

Certyneo integrates with the main ERPs (SAP, Sage, Oracle, Cegid) via API. The BCs are automatically signed when a quote is accepted. Templates for T&Cs, automatic reminders, dashboard by salesperson.

Discover the Certyneo electronic signature solution

FAQ

FAQ

Is a signed PO binding on the buyer?

Yes, as a contractual document initiating an order.

Can we cancel a signed PO?

According to the T&Cs: generally possible before shipping, more difficult after.

Is the SES enough for a BC of €100,000?

Technically yes, but AES is preferable for proof.

How long to keep a BC?

10 years (commercial part).

Can we associate a PO with a dematerialized delivery?

Yes, via EDI or ERP integration.

Conclusion

Having purchase orders signed electronically streamlines your purchasing 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.