Every PO. Every arrival. Every dollar outstanding. One view.
Raise production and stock purchase orders, track vendor deliveries, manage payments, and keep procurement connected to production, inventory, and reporting.
“What's outstanding on Vendor X?”
Finance asks a simple procurement question. The answer requires cross-referencing a PO spreadsheet, vendor email threads, the accounting system, and a receiving log nobody fully trusts. Procurement runs the business. It shouldn't take 20 minutes to read it.
The production PO was for 2,000 units. The factory shipped 1,200. The remaining 800 are on a later vessel. Your team at the warehouse notices when they receive. Your finance team doesn't know until someone reconciles. Your ops team has already promised 1,500 to a wholesale buyer.
The vendor invoice arrives the same week, billed for the full 2,000. Finance flags it. Now somebody has to dig through email to find the partial shipment notification, cross-reference against the receiving log, and call the vendor to confirm what's actually outstanding. Three hours of work, on every PO that ships partial — which in apparel is most of them.
Meanwhile, your sourcing lead is trying to forecast cash for next quarter and can't, because they don't have a clean view of what's been ordered, what's landed, what's been invoiced, and what's actually outstanding to vendors.
Partial shipments are routine in apparel. They shouldn't surprise your team. They do when procurement lives in a spreadsheet.
Every PO is a commitment, against cash, capacity, a ship window. Scale across dozens of vendors, hundreds of production orders, and thousands of SKUs in motion, and procurement is the quiet operation that makes or breaks the quarter.
The problem is that in most growing apparel brands, procurement runs in parallel to everything it touches. Production POs in one spreadsheet. Replenishment stock POs in another. Vendor communication in email threads nobody can audit. Landed cost calculated late and approximate. Partial deliveries logged somewhere, then lost.
Uphance brings production POs, stock POs, receiving, landed cost, and vendor payments into one system, tied directly to your production, inventory, and accounting stack.
Issue production POs to factories in the same system that holds your product data and BOMs.
Finished goods, trims, materials, supplies, all in one place.
Vendor records, contacts, terms, activity history alongside the orders you send them.
Scan-based receiving updates inventory as stock arrives. Partial receiving native.
Track invoices, payment status, balances. Finance and ops work from the same number.
Duty, freight, tax applied per unit or shipment. Valuation reflects real cost.
Every apparel brand knows the big vendor relationships by heart. Names, capacity, payment terms. Yet in most growing brands, the system that tracks what's actually happening with those vendors is a spreadsheet updated weekly by whoever remembers.
Procurement is where the money actually moves. The system that tracks it should be as rigorous as the one tracking revenue.
| Feature | Spreadsheet + accounting | Uphance |
|---|---|---|
| PO creation | Manual entry | ✓ Structured, tied to BOM |
| Vendor records | In accounting | ✓ Full operational record |
| Production POs (factory orders) | Separate sheet | ✓ Native, tied to PLM |
| Stock and replenishment POs | Separate sheet | ✓ Same system |
| Receiving | Manual | ✓ Scan-based, updates inventory |
| Partial deliveries | Lost in email threads | ✓ Native support |
| Landed cost (duty, freight, tax) | Calculated late, often approximated | ✓ Applied at receiving, per unit or shipment |
| Multi-currency PO support | Manual conversion | ✓ Native |
| Vendor payment status | In accounting only | ✓ Visible alongside PO |
| Sync with production | None | ✓ |
| Sync with accounting (QB/Xero/Exact/Pennylane) | Manual reconciliation | ✓ Two-way sync |
| EDI PO exchange with vendors | No | ✓ Via EzCom, Rithum/DSCO |
| Time to answer "what's outstanding on Vendor X?" | 20 minutes | Seconds, one screen |
“Uphance supports apparel-specific workflows, style/SKU variants, seasonal collections, and production tracking, without forcing a generic ERP model onto a fashion business.”
| Workflow | Result |
|---|---|
| Multi-entity purchasing | ✓ Distribution + manufacturing in one system |
| Inventory accuracy | ~99% (from 90 to 95%) |
| Excess stock | ~20% lower |
| New brand onboarding capacity | 3 new brands + 100+ retailers, no new ops hires |
45 minutes, prepped around your procurement model:
Vendor network, procurement model, landed-cost rules mapped.
Your procurement flows rebuilt in Uphance.
Platform set up per vendor category, terms, receiving rules.
Vendor records, open POs, accounting integration.
Launch with support through the first full procurement cycle.
| Accounting | QuickBooks · Xero · Exact · Pennylane (for vendor invoicing and payments) |
| Tax | Avalara |
| EDI | EzCom · Rithum / DSCO (for PO exchange with trading partners) |
| API | Uphance API for custom vendor integrations |
Start with a brief discovery conversation. We'll learn how your purchasing runs today, assess fit, and prepare a demo around your vendors, systems, and priorities.
