Dataflow - Purchase order processing

Effective control of purchasing

Users can monitor company expenditure and inward delivery schedules through powerful onscreen enquiry options and reports. There is the flexibility to append, amend or delete order details, as well handle purchase orders in any currency.

Order Numbering

Order numbers can be generated automatically by the system. Alternatively, system parameters allow entry of user-defined references giving greater control over the allocation of order numbers to individual departments.

To avoid unnecessary re-keying of a similar or repeat order, a previous order can simply be copied and then amended as appropriate.

Supplier History

Extensive on-screen enquiries allow you to review current and historical orders, drilling down into the order progress through delivery and invoice. A comprehensive supplier review window of previous orders placed, showing account and pending document balances, period and cumulative turnover, and a detailed history(quantities and prices) by item and purchase order, is also available form both the enquiry and order entry windows.

Notes

A Notepad facility lets you record conversation or other contractual details. These notes can be included on the printed documents if required. Notes are available as either document header or footer notes or attached to the individual order lines.

Delivery Dates

In addition to the order date, each purchase order can hold a promised delivery date. These delivery dates can be varied by each line on an order, if necessary.

Goods Received

Goods Received documents can be generated from individual orders, or as a batched process. Batch or serial numbers and bin locations will be automatically prompted for where appropriate. Each document generated can be reviewed to allow variable data, such as weights, to be recorded.

Purchase Order Processing does not just deal with the straightforward orders; it also handles the difficult ones too. Part-deliveries are easily processed leaving back-orders outstanding awaiting delivery, and outstanding values displayed on the goods received documents. Over deliveries are easily dealt with and are identified on the goods received documents. Where orders are under-delivered and are not going to be fulfilled, these can be closed off. Part or full delivery of multiple orders on the same delivery note can also be easily consolidated onto one document.

Goods can be received directly into stock, or into inspection, quarantine or other user-defined areas.

Weights can be automatically calculated and recorded on receipt notes.

Landed Costs

Where required, freight, duty, insurance and transport costs can be applied as percentage uplifts to the cost price when calculating average costs.

Purchase Invoicing

As with the Goods Received processes, Purchase Invoicing can be carried out on a single delivery, or processed as a batch. Multiple goods received notes can be consolidated onto one invoice, in part or in full. Price variances can be handled and if required, automatically written back to the stock valuation.

Additional lines can be added to invoices, such as delivery charges, or for other goods or services not included on the original order.

Purchase invoices can also be generated directly from orders where a separate goods received note has not been received.

Purchase Order documents can be imported and exported using XML. Invoices can be automatically matched with orders and deliveries.

Back-to-Back Ordering

Among the many features or order processing is the powerful back-to-back order facility, which enables you to generate one or more purchase orders for the items required on a specific sales order.

Repeat orders can be set up and scheduled to be automatically generated. Schedules can be set by selecting a regular period, i.e. each month, or by entering specific dates on which they are to be generated.

Online Order Processing

Take control of your purchasing, improve accuracy, and increase employee productivity by implementing dataflow online purchase order processing for your remote staff using no more than standard browser software.

The dataflow online Purchase Ordering and authorisation system enables users to place orders and receive goods remotely which are posted to the dataflow back office system via internet.

By extending the system to add full departmental budgetary control and e-mail notification to budget holders with orders they need to authorise, dataflow online purchase order processing system will further enhance your control over the expenditure.

Document Storage

dataflow includes the ability to attach any number of documents to transactions recorded through Purchase Order Processing, e.g. contracts, original goods received notes or purchase invoices, etc. Documents in any format - Word, Excel, scanned images etc. - can be attached. These can then be viewed from the comprehensive dataflow enquiry screens, including those reached by drill-down and across.

Links to documents attached to orders, delivery notes and invoices are transferred through to the transactions posted to the Purchase Ledger, including those where an invoice may be the result of a number of orders or delivery notes. This allows you to view all the original documents that have resulted in an invoice from one simple transaction enquiry screen, instead of having to scour many different screens searching for the relevant transactions.

Supplier Returns

The Purchase Order Processing module features integrated processes for the handling of supplier returns and credit processing, including the ability to pick and dispatch goods, and process credits from suppliers.

Reports

Order reports can be produced by supplier, product and due date. In addition to reporting outstanding orders, orders which have been received but not yet invoiced, along with those which have been invoiced but not yet authorised, can also be analysed.

The Purchase Order Stock Reorder report incorporates free stock, average usage over the previous six months, outstanding orders and their expected delivery dates to help identify future reordering levels.