Purchasing Overview:
The CDS Purchasing package is a full function package that allows the user to create purchase orders, either manually or automatically, print purchase orders, and receive inventory against purchase orders, either partially or complete. Back orders are tracked as well as orders that are late. Vendor quotations and past purchase history are kept on-line to simplify the process of selecting the best vendor for each item. Unlimited vendors are supported for each inventory item. Since Purchasing interfaces with the CDS Inventory Package, the Inventory Package is a prerequisite to the Purchasing Package
Purchasing Features:
- An automatic purchase order creation module allows the system to:
- create recommended P.O.s by Vendor, based upon weighted average sales history, minimum order quantity, stock-on-hand, orders-in-house, minimum order dollar amount, etc.
- print out the recommended purchases for management review and approval
- provide for manual editing of the recommended purchases
- convert recommended purchases into real purchase orders
- Manual P.O.s may be entered at any time
- Purchase orders may be printed on either stock forms or preprinted purchase order forms or laser generated form.
- Item “on-order” quantity, “due date” and “last P.O. number” fields are automatically updated in the item record as the P.O. is printed
- Multiple warehouses are supported
- Purchasing may be by warehouse or consolidated, for all warehouses
- Vendors may be accessed either by approximate Vendor name or by Vendor number
- Shipment can be directed to the warehouse, to the customer address or to a manually entered address
- Purchase Order header information includes date required, shipping method, F.O.B. point, Vendor payment terms, three lines of special instructions, customer P.O. # and internal requisition number
- Items are ordered by internal item number but are converted to vendor item number when they are printed on the P.O.
- Item description, purchase unit of measure and cost are automatically accessed upon entry of the item number, thereby reducing data entry time and improving accuracy
- Item description and price may be overridden at P.O. entry time
- Unlimited descriptive comment lines may be interspersed within the body of the P.O.
- Different “requested dates” may be specified for each line item
- Open P.O.s may be reviewed and/or modified upon demand
- P.O. status inquiry may be accessed by Vendor name, Vendor number, P.O. number or P.O. status code.
- Inquiry is available for all open P.O.s that contain a specific item
- A delinquent P.O.s report can be printed, upon demand, for all P.O.s that were due by a user specified date but that have not yet been received
- P.O.s may be received complete or partially
- On-line validation is performed at receipt time of quantity received vs. quantity ordered
- A greater quantity may be received than was ordered
- Damaged receipts can be received but not posted to inventory
- Short ship quantities may either be cancelled or backordered
- Serial numbers may optionally be entered at receipt time, for serial numbered items
- Item history inquiry provides for on-line display of the last twelve months of purchases and the last twenty four months of sales, by units, by month, with monthly and annual averages.
- Closed P.O. history is maintained until purged by the user
- May be optionally interfaced with the CDS Order Processing Package so that P.O.s can be automatically generated for ‘drop ship’ orders
Purchasing Reports:
- Recommended P.O.s Report
- Purchase Orders (on stock paper or pre-printed forms)
- P.O. Register
- Open P.O.s by Item
- Delinquent P.O.s
- Inventory Receipts Register