Purchasing

Purchasing & Receiving

Using the following features will help you make timely, cost-effective purchasing decisions to make sure you have the right products, in the right place, at the right time.

Purchase Orders

A purchase order begins life as a purchase request. When you create a new purchase request, you specify the vendor you’re ordering from and the location you want the merchandise shipped to, as well as other details, including the shipping method and free on board (FOB) destination. Add the items you’re ordering, including the quantity, unit, and unit cost, or use the purchasing worksheet to add multiple items to the purchase request simultaneously.

When you post a purchase request, it’s converted into a purchase order – which you can print or send to the vendor via e-mail – and on-order quantities are automatically updated. Purchasing could also be a request to stock by each store manager for their specific location. Portable barcode scanners could be used to tag items requested and imported into a purchase order document easily.

Purchasing for Multiple Locations

Easily purchase and receive merchandise for multiple locations, either from a Head Office or at each location. You can create a single, combined purchase order for all locations in a user-defined group, or split a purchase request into separate purchase orders, one for each location in the group. And when you receive a merged PO at a single location, such as a central warehouse, automatic transfers are created to distribute the appropriate quantities to each location based on the individual sites purchase orders.

Automatic PO Generation

Auto PO calculates suggested reorder quantities and automatically generates purchase orders for your items, using one of three restocking methods: the Replenishment method orders enough of each item to replace the quantity sold during a specific period, allowing you to specify a history factor to adjust the ordered quantities (e.g., 20% more, 5% less); the Maximum method identifies items that have fallen below their minimum reorder quantities and orders enough to bring up stocking levels to their defined maximums; and Days of Supply considers on-hand quantities and historical sales to order enough of each item to last the number of days you specify.

Auto PO calculates reorder quantities based on a variety of factors, including current inventory levels, committed quantities, backorders, in-transit merchandise, open purchase orders, and vendor minimums. You can generate Auto PO’s, and the resulting purchase orders, for your primary vendors or for a single vendor.

Vendor Management

Track address and contact information, terms, shipping method, and receiving/purchase order details for each vendor. Create vendor item records that track the cost, purchasing unit, minimum order quantity, for each item you buy from a particular vendor. Track the primary vendor and any number of alternate vendors for each item along with their vendor specific costs.

Returns to Vendors

Returns to vendors (RTVs) may be entered, reviewed, and posted to record the return of merchandise to vendors. RTVs reduce on-hand inventory and are recorded in Defective columns and may be recorded as credits with a vendor.