## Purchase Orders & Accounts Payable Automation for Municipalities

Reduce manual processing, improve audit readiness, and gain full visibility over municipal spending.

##### What we have to offer

FARMER Purchase Orders & Accounts Payable provides municipalities with a modern digital platform to manage purchase requests, purchase orders, supplier invoices, approvals, and financial coding.

It replaces email approvals, spreadsheets, paper invoices, and manual data entry with a structured workflow that ensures purchases are approved, invoices are verified, and payments are processed efficiently.

FARMER enables municipalities to **control spending, reduce fraud risk, automate approvals, and maintain a complete audit-ready record of financial transactions.**

#### What Problem Does FARMER Purchase Orders & Accounts Payable Solve?

**Move into a controlled, transparent, audit-ready financial process.**

##### Many municipalities struggle with:

- Paper purchase requisitions  
- Email approvals  
- Suppliers emailing invoices to multiple staff  
- Manual invoice coding  
- Data entry into accounting systems  
- Spreadsheet tracking of budgets

#### This creates risk, delays, and unnecessary workload for municipal finance teams.

##### This creates several challenges:

- Invoices arriving inconsistently across departments  
- Duplicate invoices or lost invoices  
- Manual coding errors requiring rework  
- Limited visibility into departmental spending  
- Budget overruns discovered after purchases occur  
- Significant staff time spent entering invoice data  
- Increased fraud risk from emailed invoices

FARMER solves these problems by digitizing the full purchasing and accounts payable workflow.

Municipal AP processes move from fragmented manual steps to a controlled, transparent, audit-ready financial process.

## What are the Benefits of FARMER Purchase Orders & Accounts Payable?

#### Digital Purchase Orders with Budget Validation

Departments submit purchase requests digitally which automatically generate purchase orders once approved.

FARMER can check purchases against departmental budgets before the PO is issued.

**Benefits:**

✅ Prevents overspending against budgets  
✅ Ensures purchases follow financial controls  
✅ Improves financial visibility across departments  
✅ Eliminates paper purchase orders

#### Structured Approval Workflows

Purchase orders and invoices follow structured approval paths.

Approvals can be based on:

✅ Department  
✅ Role  
✅ Financial value thresholds

**Benefits:**

✅ Governance-aligned financial approvals  
✅ Reduced manual email coordination  
✅ Faster purchasing decisions  
✅ Clear accountability

Role-based and value-based approvals ensure compliance with municipal financial policies.

#### Controlled Invoice Intake

FARMER establishes a single controlled “front door” for invoices.

Invoices can be submitted through:

✅ Supplier upload portal  
✅ Monitored AP email inbox  
✅ Manual upload by staff

**Benefits:**

✅ Eliminates scattered invoice submissions  
✅ Reduces risk of missed invoices  
✅ Improves tracking and transparency

The system ensures every invoice begins with a consistent intake process.

#### Supplier Invoice Upload Portal

Suppliers receive a secure digital link to upload invoices directly into the system.

**Benefits:**

✅ Reduces fraud risk from email invoice attachments  
✅ Eliminates invoices being sent to multiple staff  
✅ Provides immediate visibility to finance teams  
✅ Improves supplier experience

#### Intelligent Invoice Data Capture

FARMER uses intelligent data capture to extract key invoice details including:

✅ Vendor name  
✅ Invoice date  
✅ Totals and taxes  
✅ Purchase order numbers  
✅ Line item details

**Benefits:**

✅ Dramatically reduces manual data entry  
✅ Improves accuracy and consistency  
✅ Allows staff to validate rather than manually input data

AI data extraction shifts staff work from data entry to verification and control.

#### Guided Coding & Financial Controls

Invoices are coded using guided dropdown selections for:

✅ GL codes  
✅ Cost centers  
✅ Departments  
✅ Tax schedules

**Benefits:**

✅ Reduces coding errors  
✅ Ensures consistent financial classification  
✅ Simplifies the coding process for staff

#### Audit-Ready Financial Records

Every purchase order and invoice maintains a complete audit trail including:

Approval history  
 Coding changes  
 Supporting documents  
 Workflow history

**Benefits:**

Simplifies audit preparation  
 Strengthens governance  
 Improves financial transparency

#### Digital Transformation Initiatives

### **Integrations**

FARMER Purchase Orders & Accounts Payable integrates with common municipal financial systems.

#### Accounting Systems

Supports integration with systems such as:

• Microsoft Business Central  
• Vadim iCity  
• Diamond / Great Plains  
• Other municipal ERP platforms

**Benefits:**

• Automated export of invoice data  
• Reduced duplicate data entry  
• Faster financial reconciliation

ERP integrations allow financial data to move directly into municipal accounting systems.

#### Records Management Systems

Supports integration with:

• Laserfiche  
• SharePoint  
• Enterprise records management platforms

**Benefits:**

• Automatic filing of financial records  
• Compliance with records retention policies  
• Easier retrieval for audits

#### **Delivered by GovernmentFrameworks.com**

GovernmentFrameworks.com helps municipalities modernize governance through technology.

Our mission is to:

**Improve governance through modern technology and services designed specifically for municipal governments.**

GovernmentFrameworks delivers solutions across:

- Forms and digital services  
- Workflow automation  
- Records management  
- Public service modernization  
- Executive reporting and analytics

GovernmentFrameworks is an **approved supplier through Canoe Procurement Canada**, allowing municipalities to procure solutions quickly and compliantly.