 |
Purchase Order
Module
Instant Access to Vendor Information
With the Purchase Order
module, you have instant access to vendor balances, backorder amounts,
as well as year-to-date and accumulated-to-date purchase totals. You can
review purchase and payment histories for any given vendor before
processing a purchase order. You can also preview the purchase order
before you print it to ensure accuracy and system compliance.
Enhanced Vendor Maintenance Functions
WVendor YTD Purchase Amount
Having the Year-to-Date purchase figure gives you a quick overview of the
purchase history with each vendor. The vendor Year-to-Date purchase
amount is calculated based on your company's total purchases from a
vendor within a user-defined year.
Create Purchase Order by Vendor - Line Items Tab
Vendor Ledger Card
The Vendor Ledger Card provides you a snapshot of each vendor’s balance
by displaying detailed invoice and payment information including applied
payments, applied adjustments, and GL Account ID distribution.
Comprehensive Inventory Information
AccountMate's Purchase Order module enables you to include an image of each item in
its inventory record. This offers a tremendous help when speaking with vendors and
analyzing inventory items. In addition, a notepad feature allows you to describe the item
in detail, further reducing the potential of placing an order for the wrong item. During
purchase order creation, the system supplies all the necessary inventory information
including reorder points, reorder quantities, quantities on hand and on order, etc.
Cancel Received Goods
The Cancel Received Goods function is enhanced to allow the canceling of received
goods that are invoiced in the Accounts Payable module. You do not need to void the AP
invoice before canceling the receipt.
Mass Cancellation of Purchase Order Backorders
This feature provides a fast and easy way to cancel backorder for either a single purchase
order or a range of orders. The Cancel PO Backorder function allows cancellation of
multiple open purchase orders or partially received purchase orders at one time. It also
provides the capability to cancel backorders by vendor, buyer, PO #, or order date. You
can save a significant amount of time as there is no need to individually access each
purchase order to cancel the backordered items.
Recalculate YTD Purchase Amount for Single or Multiple Vendor Records
You may recalculate the Year-to-Date purchase amounts either for one vendor record at a
time or for multiple vendor records at one time.
Data Manager
Vendor Notes for Quick
Reference
A vendor notepad built into the
Purchase Order module
provides the ability to attach
pertinent information to each
vendor's record. You can review
this notepad every time you
place an order.
Reverse Accruals
With the link between PO and
AP, you can accrue liabilities
upon receipt of purchased goods and can reverse the accrual upon posting of the
accounts payable invoice.
Built-in Multi-Currency Feature
When the multi-currency feature is activated, you can assign a currency code to a foreign
vendor, and thereby use the vendor’s currency when posting transactions for the vendor.
Handling Currency Exchange Rate Fluctuation between Goods Receipt and
Invoice Posting
This feature facilitates close observation of any fluctuation in the exchange rate of foreign
currencies for foreign vendors enhancing your ability to manage your global commerce.
Difference in the exchange rate occurring between the date of the receipt of goods and
the posting date of the invoice is posted to a user-defined Unrealized Exchange
Gain/Loss GL Account ID.
Cancel PO Backorder Window
Received Goods Overage Warning
The Purchase Order module links purchase orders, backorders, and receipts into an
integrated system so the system can display a warning message if the quantity you enter
as received exceeds the backorder quantity. With a click of a button, you can record
backorder items as fully received.
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 remain open until you record either the
receipt or cancellation of all backordered items.
Allocate Received Goods Costs in Detail
When the Purchase Order module is integrated with AccountMate’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 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 various vendors and in various units of measurement.
When both the Purchase Order and Inventory Control modules are activated, 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. When creating purchase
orders, the system suggests the best vendor price, keeping purchasing costs at a
minimum.
Maintaining Multi-Currency Price for Inventory Vendor
The inventory pricing from a foreign vendor can be tracked by its foreign currency. When
comparing the vendor prices, the system is smart enough to convert the foreign prices;
thus, you can eliminate the hassle of manually converting the vendor’s prices. While
showing the foreign prices, the Best Price Listing also converts the foreign currency prices
to home currency for comparison purposes.
Multiple Vendor and Shipping Addresses
Multiple ordering addresses for each vendor can be created. The option to use the
shipping address from a related sales order eliminates the need to enter a shipping
location that is different from your company's address.
Receive Goods Function Window
Using Various Pay Codes
During Purchase Order
Creation for Multiple
Vendors
When a purchase orders is
created by item, by sales order
or by reorder quantity; this
feature provides the ability to
assign a certain pay code for
each line item. For faster order
entry, you can define in the
vendor record a default pay
code for each vendor. If
multiple pay codes are used
for a specific vendor, a
purchase order will be
generated for each pay code used.
Review/Print Archived Purchase Orders
Unlimited historical purchasing data can be maintained providing you with the ability 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 vendor with a "Temporary" status. When the vendor balance reaches
zero, the system archives the vendor record during period-end closing. This keeps
temporary vendor records separate from your on-going, approved vendor list.
Inventory Vendor Maintenance
Inactive Vendor / Inventory Item Option
Vendor and inventory item records can be set to inactive to prevent recording of
transactions involving them. 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. You are not restricted to include in the
purchase order only the items with records maintained in the system.
Purchase Quotes Can Be Converted to Purchase Orders
You can create purchase quotes, which can then be cancelled or converted to purchase
orders at the click of a button. Quotes can be amended easily before they are converted
to purchase orders.
Enhanced User Access Rights to Amend Purchase Quote
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
is used to verify that a purchase order associated with an AP invoice exists prior to
posting the latter.
Import and Export Purchase Orders
Making use of the integrated flexibility of the Purchase Order module, you can create
purchase orders by importing data from a text file. You can also 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; thus, allowing you to save
time and to ensure accuracy of order information.
Multiple Functions Expedite Purchase Order and Purchase Quote 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, and by reorder quantity.
Each option has its own specialized screen to facilitate the creation of purchase orders or
quotes.
Identify Revised Purchase Orders
Once a purchase order is printed, the system automatically adds a Revision Letter to the
PO # each time it is amended. This is especially useful when the PO was printed and
issued to the vendor before changes were made.
Using Last Received Cost as Purchase Cost
You can set up, by vendor, to use an inventory item’s last received cost as the default
purchase cost on purchase orders or quotes. In addition, you can specify the number of
days during which the costing scheme will be in effect. There is also a new report to
show the inventory item’s price for the most recent purchases from any range of vendors
and the expiration of such prices. This information aids in vendor selection before making
the next purchase.
Canceling History Purchase Order Receipts
When at times you realize that there is a posting error after a reconciliation process, there
may be a need to reverse receipt of goods recorded a few weeks or months earlier. This
version allows you to cancel any goods receipts regardless of whether the affected
purchase orders have been moved to the history file.
Other Features
- Deleted vendors can be archived
- Buyer codes provide flexibility to monitor each buyer’s workload and allow quick resolution of issues during the receipt and payment of the order
- System alerts when the credit limit granted by vendors is exceeded
- Allows quick setup of custom reports that include only the needed information in the desired order of presentation
|
