Browser-based procurement
Fully integrated, online procurement tools enable your staff,
whether office-based or remote, to raise purchase requests and
verify deliveries from within a single, easy-to-use screen.
Configurable templates enable swift and accurate data capture while
in-built workflow rules ensure tight budgetary control and
traceability. Purchase requests can be approved or rejected before
being consolidated into purchase orders, with real-time updates
giving you the most accurate view on your buying decisions.
Flexible purchase requests
Purchase requests can be raised both in the accounts and via a
web browser. In either case, the process is fully automated,
eliminating the need for paper-based administration and improving
traceability and control. Easy-to-use procurement forms enable
simple capture of key information e.g. required items, quantity and
preferred delivery date. Any number of purchase request templates
can be created and configured to match your purchasing processes,
with independent rules for the data capture required and its
associated authorisations.
Fully configurable approvals
Orders can be set up to receive approval at multiple levels,
such as by department, project and value - including the ability to
reference and check appropriate budgets. You can review the status
of their purchase requests at any stage and be automatically
alerted of any change that requires action. Once approved, purchase
order documentation can be printed directly from within the
software or produced within Microsoft Word, attached to your Mail
Merge template and generated within the software.
Review status
You can review the status of any purchase request throughout the
authorisation process, and be automatically
alerted of any change that requires action. E-procurement
requests can be approved or rejected, before being consolidated and
converted into purchase orders with no data duplication.
By exception workflows
The software protects against attempts to exceed pre-set amounts
so your budgets are always safe. For example, if a value is entered
that exceeds a pre-set limit, the system instigates an on-screen
warning and can force an alternative workflow to ensure the amount
is verified before going through the normal authorisation
process.
Consolidated Requests
Approved purchase requests can be consolidated into one or more
formal purchase orders. Consolidation rules are configurable and
allow you to easily identify elements such as preferred supplier or
best price. Purchase orders can be associated with projects and
each consolidated purchase order can be limited to a single project
if required to ensure budgetary control.
Real-time updates
Once the purchase request has been approved and converted into a
formal order, the system will calculate re-order levels, taking
account of minimum or maximum stock levels and existing sales and
purchase orders. Sales and purchase orders also update the stock
schedule report, which facilitates 'Just In Time' ordering.
You can automate a selection of the correct analysis codes, as
purchase orders are being raised - speeding the entry of new
purchase orders and helping to reduce errors. The appropriate
e-procurement code is chosen using a combination of factors, such
as type of supplier (e.g. trade, wholesale or retail) and type of
product (e.g. hardware, software or consumables). You decide which
analysis codes feed into which nominal categories and the level of
detail that passes through.
Costs and deliveries
See quantities at-a-glance, the quantity yet to be delivered,
and whether or not purchase invoices are correctly priced. Invoices
can be matched to purchase orders from within the invoice register
- one invoice can be matched to several purchase orders and vice
versa. Prices can be re-allocated to projects, and extra lines
(such as delivery charges) can be added to purchase orders to help
matching.
Site-based authorisation
In a project or site-based environment, the responsibility for
ordering goods and materials often lies with the project manager.
Browser-based facilities enable the nominated person/s to raise the
initial request and then verify the arrival of the goods on-site so
the process is never held up.
Further information:
Two-way talking: Business & accounting software and Excel
From instant budget revisions to seamless cross tabulation, this guide is packed with practical examples of why Microsoft Excel integration should be on every FD's must-have list when selecting a new software solution.
Find out more »
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