Purchasing and Receiving
Our Purchase Order software module will aid you in maintaining tight control over cash flow, inventory tracking and suppliers, by monitoring the quantity and price of stock items you purchase. Options such as the ability to generate purchase orders automatically for inventory items whose quantities fall outside specified guidelines, or to produce reports showing the funds needed to bring inventory quantities up to desired levels, help to affect this level of control.
Comprehensive Vendor Information
The Vendor Catalogue file is where pertinent order information about the vendor is set up. It specifies your vendors' part numbers, and contains information regarding freight, duty, etc. for automatic calculation of landed cost. Codes are used in the system for these items, making global changes very simple.
The file also contains the units of measure by which you must order and their relationship (conversion rate) to your inventory. For example, you sell by "each" but must purchase by the case (containing 100 items). Therefore, a ratio is set up to convert from the way you purchase to the way you sell. The system will handle multiple units of measure for purchasing.
This file also contains vendor requirements. For instance, the vendor sells by "each" but the minimum purchase allowed is 200, or, all orders must exceed $20, etc. The Purchase Order module will take these parameters into consideration.
This vendor information, including prices and item codes, can be downloaded onto diskette your system if your vendor has their catalogue of items available on diskette or CD. This eliminates the tedious step of entering or updating your catalogue. If your vendor changes their prices, they simply send the new prices on disk and your system is quickly updated.
Multiple vendors for same item
The Vendor Catalogue allows you to maintain multiple vendors for the same item so you can ensure that you are always getting the best price for the product. Also, the system's cross referencing capabilities allow you to order using the vendor's inventory code, even though it may be different than your own. The information in the vendor catalogue allows you to work efficiently with your vendors and provides you with the flexibility to order the right amount of stock at the best price with the fastest delivery, including a facility for multi-location deliveries.
Easy Stock-Keeping and Inventory Control
The Order Requirement reporting process generates a report showing the vendor number, inventory number, description, current quantity reserved, on hand, on order, back ordered, and minimum and maximum levels desired.
The report then lists a suggested quantity to re-order and the amount of funds required. This makes stock-keeping and maintenance of proper inventory levels very easy and extremely efficient.
The Order Status Report will keep you informed of purchase orders that have been entered into the system. It can inform you which orders have been sent to vendors but have not yet been received, which orders have been received either in full or in part, and which items are to be received in the upcoming week and the amount of funds required.
Keep salesclerks informed
Since each purchase order has an expected "delivery date", the POS module can display this date to your clerks, allowing them to inform your customer. For example: "I'm sorry, we are out of that item at the moment but we have some coming in on Thursday. Would you like me to hold one for you?" This gives your operation a professional quality even when you are caught out of stock. This helps avoid situations such as your clerk saying, "I haven't the foggiest when more are coming in" or running off for 5-10 minutes to find the manager to ask him/her, leaving the customer, and the ensuing line-up, unattended.
Purchase Order Generation
The system can generate purchase orders automatically or orders can be created manually by adding P.O.'s to the entry file. The "Auto Creation" program monitors the current inventory levels and automatically generates orders for those items that fall within your re-order guidelines. The "Auto Creation" program can also suggest a stock transfer from one of your other locations that may be over-stocked rather than ordering the item from your supplier for the location that is under-stocked. This ensures that you always have the optimal amount of product on hand.
The Purchase Order file contains all the information pertaining to each order including P.O. number, vendor number, vendor name and address, status of the order, ship-to information, which department is ordering the product and the terms. It also contains the item numbers and descriptions, quantity on order, cost, and the extended dollar value. You have the option to modify a purchase order repeatedly until you are happy with the result. You can also add a new item "on the fly" when creating a PO for new products.
Purchase Orders can also be generated using hand held scanners. You simply scan the item's bar code and enter the quantity to order. This reduces errors and eliminates the need to type inventory item codes.
Receiving Purchase Orders
When deliveries of goods are received, they are entered against a given purchase order. The date, invoice number, quantity and price of items received are entered. This ensures that each purchase order is monitored by the system individually; guaranteeing control and accuracy of quantities received as well as costs. The system tracks incomplete orders as well as over-shipments.
Back Order reports are also available informing you which orders in the POS system (order number, customer number) are waiting for items that are on the purchase order being received.
Special Order Items
These reports can also inform you of special items that have arrived. These might be "one-time" items which are not part of the inventory system, but were ordered specifically for a certain customer. They may also be ordered for parts on a work order in the Service module.
When these items are received and posted, the POS Order or the Service Work Order will be automatically updated. The associated report will inform you which orders were updated so that you can contact the necessary staff or customer.
Freight can be allocated by the system a number of different ways. The system will automatically calculate freight by multiplying the weight of the order by a specific rate or by simply adding a percentage to the cost of the order. The system can also take the total value of the order and allocate freight among the different components (items) that comprise the order.
When inventory is received, a Purchase Order Receipts Journal is produced. It shows quantity received quantity on hand before and after receiving, old and new costs, and old and new pricing for items received. Inventory quantities, costs and selling prices are automatically updated by the system when purchase orders are posted.
Even after the purchase order has been received and posted, the information can be kept on the system for up to five years in summary form, or longer in full detail. This allows you to review your purchasing history whenever required.
Interfacing to Accounts Payable
Once purchase orders are received, the P/O information is transferred to the A/P module (P/O number, amounts, invoice number, invoice date, etc.). When a payable is entered for this vendor for this P/O, the data is automatically retrieved for reconciliation. The A/P clerk then only needs to review the details prior to posting.
EDI - Electronic Data Interface
In simple terms, EDI allows you to send and receive purchase orders over the modem. Not only is it a "real-time" process, i.e. your vendor receives your purchase order immediately with the touch of a key, but it eliminates paperwork. Once the shipment has been prepared at your vendor's site, you can dial in and retrieve both the invoice information and the receiving information. You no longer have to enter the quantities and costs for items that are received. This information is downloaded into your system automatically. All you have to do is review the information and then post.