The system provides multiple vendor tracking for each product.
The cost of product for each vendor is stored into the system with number of
days the vendor requires to replenish the order. A specific vendor can be
selected as the preferred vendor. Purchase Orders can be automatically
generated with a selection criteria of lowest price, fasted replenishment time,
or preferred vendor. The automatic purchase order
generator creates a list which is reviewed and modified.
Once finalized the purchase orders are automatically created.
Purchase orders can also be entered individually.
Once the product is received, the purchase order is marked as closed.
The product, quantity received, cost, location and lot number if
lot tracking for raw materials is on is recorded into the system.
When Accounts Payable enters invoices into the system,
the purchase orders are marked as invoiced.
If there is a disparity of more than 5% of purchase order cost versus
invoice price, the Accounts Payable clerk is notified by the system.
A list of purchase orders closed vs invoiced can be printed to facilitate
accounting department month end accruals.
Future Costs - When vendors change prices, the purchasing department can
enter these price changes and the effective date.
Purchase orders generated on or after that date will automatically
include the new price. In order to protect profit margins in periods
where inventory costs are rising, the Formula Deck can be printed
showing the effect of the future price changes.
This helps the marketing department pass on price increases in a
timely manner and protects profit margins.
The system offers the tools to streamline product purchasing and
help you get the best pricing. The automatic purchase order generator
improves productivity. It will give your purchasing managers more time
to do managerial tasks.
Order Fields:
Purchase order number can be sequential or assigned manually.
Date ordered and Date required
Ordered by - Initials of person taking the order.
Vendor Number
Tax Rate if applicable.
Products - Product Codes, notes or Nonstock items.
Standard notes by vendor are also available in the system.
Quantity - Raw Materials can be entered in Lbs or Gallons.
List Each - Enter the purchase price. Last cost from the vendor is supplied and
can be overwritten.
Freight costs.
The order can be printed or written to a PDF.
Once the order is received, the number of units received is marked into stock and
if all stock is received, the purchase order is closed.
Order status can be All on Backorder, Partially Received, Partially Cancelled, or Complete.
Purchases can be received by location to insure accurate storage in the warehouse or tank.
The purchase order and vendor are tied together for receipt of the vendor's invoice.
A list of open and closed purchase orders can be printed at anytime.
Forms printed from the order screen include:
Purchase Order
Receiving Document
