Purchase Order Processing

This all purpose fully integrated purchasing system may be set up for individual based or centralised buying. The ability to design many styles of purchase document; the use of template phrases with free typing areas; plus direct faxing and E-mailing; plus the ability to read the full order from the archive at any time, makes this one of the easiest and most practical of programs in daily use.

Functions

To raise purchase orders for all needs. Receive the goods verified against their orders and to receive invoices verified against the goods received.
Optional requisition procedure for centralised buying.
To note changes and variations to original order.
To report on the status of past and present ordering.
To forecast cash-outflow based on the ‘required date’, ‘quoted value’ and ‘terms of payment’.

Integration

Works Instructions & Costing System

Purchases and their invoiced values automatically post to the Job Cost Sheets.
Estimated information integrated into a Works Instruction can be ‘dragged’, or integrated directly, into a Purchase Order.

Stock Control

Purchases for Stock (Raw Materials or Finished Goods) pull in the description and last known value from the stock card and automatically posts the order details back to the audit trail. Stock cards and the Supplier Cards show outstanding purchase orders on their viewing screens.

Goods Inwards

This useful program sits separately in the paper warehouse and is usually attached to a weighbridge. Material received this way automatically checks against its purchase order and books into stock and provides bar coded labels for the materials.

Accounts

Invoices received are checked and verified against the orders and goods received and then batch transferred to the accounts purchase and nominal ledgers.

Features

Supplier Record Cards have full activity audit trails and all fields are mapped for use by the Report and Document Generators.
Automatic order numbering with product pre-fix letters as an extra option.
Orders may be identified as Direct to Stock, Direct to Job or as General Consumables.
Multiple designs of Purchase Document (e.g. for paper; repro; subcontract printing, etc.).
Orders may be printed, faxed, e-mailed or EDI ordered direct from screen.
Order documents are archived and may be recalled to view on screen, to re-print and even to edit. Orders may be found via Stock Code, Job Number, Suppliers File or the Order Number if known.
Many separate items may be ordered on one document and yet still be traced as individuals.
Goods may be received in part loads. Each delivery will book to stock with its unique batch number. Outstanding balances will be correctly maintained on both the stock and suppliers records.
VAT is verified, as invoices are booked.
Invoices may be received but flagged as ‘on hold’.
Invoices cannot be booked if the goods have not been received.

Reports and Documents

The Report Generator collects data fields together from all over the system and the Document Generator can present the data in text and graphic manner. Some examples:

Orders due in today, this week; Orders received last month; Orders that had problems.
Value of outstanding orders; cash out forecasting; supplier performance related reports. With all checking procedures on screen there’s no excuse for delay because the Buyer is out.

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Imprint Business Systems Ltd
Poplars, High Easter, Chelmsford, Essex, CM1 4RB
Tel: 01245 231670 Fax: 01245 231789