Download a Printable PDF version
AccountMate 6.5
 
Purchase Order Module
   
  With the AccountMate’s Purchase Order module, you have better control over your full range of purchasing activities. For instance, you can passwordprotect 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’s 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.

Purchase Order Module

Improved Link with Accounts Payable Module
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 detail in the accounts payable invoice.


PO Line Item Matching
The system allows the users to reverse both the received goods and cancelled received goods. When the user matches the received goods during the AP Invoice function, the Accrued Purchase Order window now shows the cancelled received goods with a negative quantity. The system also changes the way it handles the rounding of sales tax calculation. It no longer leaves a small sales amount (due to rounding) when all the received goods are matched (i.e., invoiced).

Instant Access to Vendor Information
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.

Comprehensive Inventory Information
AccountMate'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 placing an order for the wrong product or item.

Blanket Purchase Orders
You can establish and authorize orders for 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, thereby enabling you to receive items against the released orders. As part of the control process, a blanket purchase order that goes beyond its "valid until" date can no longer be released.

Cancel Received Goods
The Cancel Received Goods function has been enhanced to allow the canceling of received goods which have been invoiced in the Accounts Payable module. Users no longer need to void the AP invoice before canceling the goods received.

Mass Cancellation of Purchase Order Backorders
You can now easily cancel backorders from a single or a range of purchase orders. The Cancel PO Backorder function provides the ability to set parameters for the 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 qualified 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 beside the purchase order record; alternatively you can use the Mark All and Unmark All buttons to make your selection. This represents significant time saved, since you no longer have to individually access each purchase order to cancel the backordered items.

Enhanced Vendor Maintenance Functions
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.

Recalculate YTD Amount for Multiple Vendor Records
In previous builds, recalculation of the YTD amounts for vendor records can only be performed one record at a time through the Vendor Maintenance function. AccountMate 6.5 added the capability to recalculate YTD amounts for multiple vendor records at one time. The Data Manager function now has the option to Update Vendor YTD Purchase Amount, which allows users to pick a range of records to process and assign a separate Start Date value to each vendor record that the system will use for the computation.


Complete Inventory Information On-Screen
During purchase order creation, you are supplied with all the necessary information about inventory items (e.g., reorder points, reorder quantities, plus quantities on-hand and onorder) that you need to properly process your orders.

Vendor Notes for Quick Reference
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.

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

Received Goods Overage Warning
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.

Backordered Items Remain Outstanding Until Received
The Purchase Order module's link between the ordering and receiving functions offers further flexibility. For instance, purchase orders are not closed until all backordered items have been received or cancelled.

Allocate Received Goods Costs in Detail
If the Purchase Order module is integrated with AccountMate 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.

Multiple Vendors Tracked for Each Inventory Item
Inventory items may be supplied by different vendors and in different units-ofmeasurement. When PO is used in tandem with the Inventory Control module, multiple vendors can be tracked for each inventory item, and each vendor's price will be converted into common units-of-measurement for comparison purposes. The Best Price Listing aids in determining the best vendor price, keeping purchasing costs at a minimum. 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 hassle of doing manual conversion of vendor 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 price for the item.

Multiple Vendor and Shipping Addresses
The 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.

User-Defined Payment Codes
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 as the default pay code for purchase order transactions, allowing for a shorter order-entry time. The system also automatically generates multiple purchase orders for vendors assigned different pay codes to their purchase order line items.


Review/Print Archived Purchase Orders
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.

Temporary Vendor Option Avoids Clogging Files
You can assign a "Temporary" status to your vendors, which will be archived during period-end closing when their balances reach zero. This facilitates and keeps such records separate from your on-going, approved vendor list.

Inactive Vendor / Inventory Item Option
Vendor and inventory item records can be set to inactive to prevent further transactions for such vendor or inventory items. This provides further control, especially after the preferred vendor list is updated.

Stock and Non-Stock Items on the Same Purchase Order
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 maintained in the system.

Purchase Quotes Can Be Converted to Orders
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.

Enhanced User Access Rights to Include the Amend Purchase Quote Function
Access rights validation is now in place for the Amend Purchase Quote function. The "Supervisor" must assign user rights to allow or restrict access to the Amend Purchase Quote function.

Purchase Orders Can Be Required for Invoices
When integrated with AccountMate's Accounts Payable, the Purchase Order module data will be used to verify that a purchase order associated with an AP invoice exists before the invoice can be posted into Accounts Payable.

Purchase Orders Can Be Imported and Exported
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 select the actual import/export fields and the order in which these fields are arranged in the text file, thereby enhancing the amount of time saved and improving order accuracy.

Multiple Functions Expedite PO & PQ Creation
You can easily create purchase orders and quotes by choosing from among four different PO or PQ creation options:
• By Vendor
• By Item
• By Sales Order
• By Reorder Quantity

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

System Flags Revised Purchase Orders
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. This is especially useful when the PO has already been printed and issued to the vendor before changes were made.

Integration with General Ledger, Accounts Payable and Inventory Control Modules
Integration with the General Ledger module (through the Accounts Payable module) allows you to easily post entries into various accounts in the General Ledger temporarily or permanently through the Transfer Data to GL or Period-End Closing functions, respectively.

When integrated with the Accounts Payable module, you have a complete invoicing and payables system that will further enhance your ability to manage your purchases and inventory. It allows you to monitor your transactions with your vendor from the placement of an order, through PO receipt, up to the invoicing and payment process.

With the Inventory Control module, you can set up different warehouses and bins for your inventory, assign various cost methods to each item, and define different units of measurement to be used in your order and receipt transactions. Comprehensive inventory information is available for you all through out the different stages of the purchasing cycle.