Purchase Orders

The Purchase Orders functions of PRO$IT Business Suite are actually found in the Sales & Inventory module. These functions will give you the following features:

• Purchase Orders
  • Purchase orders can be generated using quoted or estimated pricing
  • PO's can be classified as Proposed, Released, Closed etc.
  • Indicators notify you if: a PO has notes or a memo attached to it, and if items have been received although they haven't been posted
  • Create regular or blanket type PO's
  • PO detail lines may be replicated from approved requisitions, greatly reducing the amount of data re-entry your staff engages in.
  • Multi-language support allows you to print PO's in whatever language you desire
  • Receive or reject PO items individually, or in batches.
  • Generate accounts payable vouchers for received orders from estimate costs
  • Accounts payable vouchers are automatically generated for orders generated from quotes with the “posting“ of PO's upon receipt
  • Generates order numbers by location to ensure uniqueness
  • Substitute vendors for inventory items can be stored and retrieved at any time, so if one supplier is out of a particular item, you always have a backup
• Purchase Requisitions
  • Register requisitions and assign status proposed (P); to be approved (T); or approved (A). If a requisition is set as ”To-be-approved“ the system will automatically send an e-mail message to the user who has to approve the requisition
  • Attach notes to a requisition
  • Requisitions and PO's can be deleted, edited, viewed, or canceled, depending on the status of the requisition/PO
• Requisition Approval
  • Requisition approval is linked to an authority level (based on dollar amount). The authorized approver will then be prompted to approve the requisition. The system will automatically prompt for a different person if the selected person's authority level is too low.
• Purchase Reports & Listings
  • View tax amounts for individual PO lines or total PO
  • View item stock levels, stock values, vendor profiles, inventory profiles and cost factor tables
  • View receipts, rejects, or vendors for a PO
  • View “due“ PO's
  • Print a PO listing for a selected range of PO numbers, vendor code, order status and combinations (wild cards allowed)
  • Print listing of all PO's on order and/or on order but not received/partially received, for a specific/all of vendor codes for a specific/all of inventory categories
  • Print an inventory re-order report for a selected criteria including warehouse, item classification and stock levels within a specified percentage from the re-order point. The report provides information including: ROQ - Re-order quantity, ROP- Re-order point, Quantity available, Quantity on back order, and Quantity on order
  • Print a report on non-inventory items on order
  • Print a purchasing analysis report - detail or summarized information on PO status, quantities, prices and dates
  • Print a report on purchases received
  • User defined reporting is supported
• Flexible User-definition
  • Allows you to change calculated amounts manually, where permitted
  • Different costing can be entered for an item in each different zone
  • Bill Back option
• Key Data & System Control
  • Complete audit trail maintained within the system, for information purposes
  • Suppress printing of selected data
  • You are give the option to apply discounts to an entire order total or individual line items
  • Send system e-mail to credit manager if sales order is placed on hold
  • Display/hide customer aging on sales order
  • Update warehouse stock totals with order entry process
• History: View & Reports
  • View history customer history by period including: Sales, Returns, Cost of Goods Sold, Gross Margins, and Manual invoices, debit notes and credit notes
  • The system will maintain a complete transaction history for customer with aging, reference numbers and amounts
  • View order history
  • View items ordered per customer
  • View journal entries for order
  • Extensive range of standard reports and you can mine your data with the Report Writer. Mine your data with the “Report Writer”