With the AccountMate 6.0’s advanced Purchase Order module, you have better control over your full range of purchasing activities. For instance, you can password-protect purchase order functions. You can select the option to automatically accrue the liability for purchases at the time goods are received, instead of waiting to post the liability through Accounts Payable. You have complete flexibility and control. For each purchasing decision, you always have an abundance of information about each inventory item at your fingertips, enabling you to select the right item, every time. It also enables you to define which items are for resale and which items (such as office supplies) are solely for in-house use. And when your Purchase Order system is integrated with AccountMate 6.0 Accounts Payable, you can require that accounts payable invoices be supported by purchase orders before being entered in the system. This level of control is unsurpassed in the mid-market.

Figure 1: Create Purchase Order by Vendor – Line Items Tab

Accounts Payable invoices can be matched to specific purchase order line items, providing you with the ability to monitor which of your received purchase order items have been invoiced, and to quickly identify those items that have not yet been invoiced. In addition, this feature provides the ability to enter the actual invoice price for each unit of the item. The system then performs a comparison between the cost upon receipt (taken from the Purchase Order), and the invoiced cost of the goods. Any difference is reflected in a cost variance account. In the same way, non-physical charges (such as freight and service charges) that were recorded when the goods were received can also be matched with the corresponding accounts payable invoice.

With the Purchase Order module, you have instant access to vendor balances and backorder amounts. You can also review purchase and payment histories for any given vendor before processing a purchase order – and you can preview the purchase order before it is printed to ensure accuracy and system compliance.

AccountMate 6.0’s Purchase Order module enables you to include a picture or illustration of each item. This can be a tremendous help when speaking with vendors and analyzing inventory items. Also, a functional notepad feature allows you to describe the item in detail, further reducing the potential of misordering a product or item

You can establish and authorize orders of a certain quantity of inventory items to a vendor within a specific period of time. This enables your company to lock in any special price and/or discount offered by the vendor. Blanket purchase orders are automatically converted into purchase orders when released. The Release Blanket Purchase Order function enables you to receive items against a purchase order within a designated time limit. A blanket purchase order that goes beyond its valid date can no longer be released. You can also insure the integrity of your data by assigning access rights only to specified personnel.

You can now easily cancel backorders of a single or a range of purchase orders. The Cancel PO Backorder function provides the ability to set parameters for backorders you want to cancel. You can indicate a single or a range of vendor numbers, buyer names, purchase order numbers and/or order dates. Each purchase order number is displayed along with the items and quantities that are backordered. To cancel, all you need to do is place a check mark in the corresponding cancel box of the purchase order. This can represent significant time saved, since you no longer have to individually access each purchase order to cancel the backordered items.

Figure 2: Cancel PO Backorder Window

YTD Purchase

Year-to-Date purchase information is calculated based on your company’s total purchases from a vendor within a user - defined year.

Vendor Ledger Card

Drill down information displays the details of the vendor’s balance, showing the invoices, prepayments, payments and invoice distribution.

During purchase order creation, the Purchase Order module ensures that you have all necessary information about inventory items (e.g., reorder points, reorder quantities, plus quantities on-hand and on-order) at the time you place the order

A vendor notepad built into the Purchase Order module allows you to attach pertinent information to each vendor’s record, which can be reviewed any time an order is being placed.

When multi-currency is activated, a currency code can be assigned to each vendor, providing billing in the appropriate currency. AccountMate’s Multi-Currency also provides the ability to compute the unrealized gains or losses for these transactions. Foreign currency accounts payable can be revalued to a specific currency revaluation date as currency rates fluctuate.

The Purchase Order module links purchase orders, backorders and receiving into an integrated system. With this, you are warned if the quantity of an item you are entering as received exceeds the backorder quantity. Goods can be posted as fully received with a simple mouse-click.

The Purchase Order module’s linkage of ordering with receiving offers further flexibility. For instance, purchase orders are not closed until all backorder items have been received or cancelled.

Figure 3: Receive Goods Function Window

If your Purchase Order module is integrated with AccountMate 6.0’s General Ledger (through the Accounts Payable module), costs of received goods from a purchase order can be distributed to one or more General Ledger accounts. This ability to flexibly allocate costs in detail helps you to better manage your expenditures on a departmental or project level.

Inventory items may be available from different vendors and in different units-of-measurement. Multiple vendors can be tracked for each inventory item, and each vendor’s price can be converted to reflect common units-of-measurement for comparison purposes. The Best Price Listing aids in determining the best pricing, and thus maintains purchasing costs at the lowest level. If you have vendors using a different currency from your home currency, you can directly input the unit price of your inventory items using the vendor’s currency. With this, you are freed from the hassles of doing manual conversion of item prices. When creating purchase orders, the system pulls out the necessary information from the inventory vendor records and suggests the vendor who offers you the best prices for the item.

Figure 4: Inventory Vendor Maintenance

The innovative Purchase Order module permits you to maintain multiple ordering addresses for each vendor, while the option to use the shipping address from a related sales order eliminates the need to key in a shipping location that is different from the user’s address.

You can define a default pay code that will apply to purchases from your vendor. Pay codes indicate the terms of sale granted by the vendor. Once you have defined the default pay code for a vendor, the system uses such pay code as the default pay code for purchase order transactions, allowing faster order-entry time. The system also automatically generates multiple purchase orders for vendors with different pay codes.

This comprehensive Purchase Order system maintains unlimited history data, allowing you to reprint any purchase order or review it on-screen. You can go back as far as you want, without having to keep hard copies of old purchase orders. While saving on storage space is a minor benefit, the flexibility of immediate access is a real plus.

With the Purchase Order module, you can assign new vendors “Temporary” status, which will cause them to be deleted and archived during period-end closing when their balances reach zero. This facilitates the use of, and deletion of, one-time vendors – and keeps them separate from your on-going, approved vendor list.

Vendor and inventory item records in the Purchase Order module can be made inactive to prevent further transactions from being entered for those vendors or inventory items. This provides further control and oversight, especially after preferred vendor list is updated.

With the flexibility inherent in the Purchase Order module, you can include both stock and non-stock items on a single purchase order. In this way, you are not restricted to including only items that are already in stock.

Within the Purchase Order module environment, you can create purchase quotes, which can then be cancelled or converted to purchase orders at the click of a button. Quotes can also be easily amended before being converted to purchase orders.

When integrated with AccountMate 6.0’s Accounts Payable, the Purchase Order module-based system can be required to verify that a purchase order exists – one created to support each invoice – before these invoices can be posted in Accounts Payable.

Making use of the integrated flexibility of the Purchase Order module, you can create purchase orders by importing data from a text file. In addition, you can export existing purchase order data to text files. This feature allows you to import and export purchase order data from and to other systems, which can enhance both time-savings and order accuracy.

You can easily create purchase orders and quotes by choosing from among four different PO or PQ creation functions by:

• Vendor
• Item
• Sales Order
• Reorder Quantity

Each option has its own specialized screen to facilitate the creation of purchase orders or quotes.

Once a purchase order is printed, the Purchase Order module ensures that a Revision Letter is automatically added to the PO # each time a change is made to the purchase order.

• Deleted vendors can be archived.