Purchase Order Software from Dexter + Chaney
Spectrum's Purchase Order module provides a complete control system for material purchases for jobs and inventory. Purchases for a job update the committed cost for the job as soon as the purchase order is entered. This allows a potential cost overrun to be identified as orders are being placed. Received purchase orders automatically create AP invoices in Spectrum's Accounts Payable module.
In addition, Spectrum™ makes it easy to compare competitive quotes from vendors. A proposal system helps you gather quotes and select the best prices. Spectrum then automatically creates individual purchase orders for each vendor selected.
Integration with Spectrum's Accounts Payable module provides the accounting control to automatically track the difference between ordered and invoiced. It accommodates stock and non-stock items, as well as miscellaneous vendor charges and unlimited free-form comments. Review of outstanding orders is convenient on screen or through reports, and can be sorted by vendor, by item code, or by job and phase.
Dexter + Chaney is a technology partner with Trade Service Corporation, providers of TRA-SER® Pro, the industry standard pricing service. Spectrum's Purchase Order module interfaces with TRA-SER® Pro for automated price and product information updates.
Features
- The Purchase Order Receiving update includes the invoice record to the Document Imaging | Batch Scan Entry screen if the batch scan option has been enabled for Accounts Payable invoices.
- Standard items, instructions and remarks, terms, and frequently used shippers can be coded to increase the speed of data entry.
- The total quantity and dollar amounts are tracked for original order, received, and balance due.
- Purchase order line items can be changed, deleted, and added at the Purchase Order Receiving screen.
- Received purchase orders can be viewed on screen or printed by vendor, job, or item.
- Distribution to General Ledger, job, phase, and cost type is by line item.
- Standard item codes, descriptions, standard cost, and five price levels can be set up even if you do not have Spectrum's Inventory module. Vendor special cost tracking is also supported.
- Taxable and non-taxable identification by individual line item is supported.
- Supports use tax tracking.
- Discounts can be entered for each line item if desired.
- Payment terms, shipping terms, ship via, and FOB point can be identified.
- Special instructions and unlimited messages and notes can be entered for each purchase order.
- Order date, requested delivery date, and date received are all tracked.
- Partial quantities for line items and multiple warehouse capability are supported.
- Pack List Update allows inventory quantity receipts even before vendor billing.
- Multiple receivings are allowed for each purchase order, and purchase orders may be closed even if not received in full.
- Pop-up windows allow convenient look up of vendors, items, jobs, phases, cost types, and many other key fields.
- Purchase order receiving can be set up as a one-step (entry of quantity and invoice information is a single step) or two-step (items received can be entered from the packing list and the invoice can be received at a later time) process.
- Lump sum and unit price purchase orders are both provided.
- Proposed purchase orders can be entered and put out to bid. Proposed purchase orders, when confirmed, become actual purchase orders. This feature can be used to create master purchase orders which, in turn, can be used to create actual standard purchase orders again and again.
- Proposed purchase order confirmation by batch is supported.
- Remarks from purchase orders are transferred to the AP invoice remarks field.
- Spectrum's Purchase Order module interfaces with Trade Service Corporation's TRA-SER® Pro for automated pricing updates and lookups.
- Purchase Order is fully integrated with Document Imaging, Accounts Payable, Inventory Control, General Ledger, Job Cost, Equipment Control, Work Order, and Esti-Link modules which reduces input time and ensure accuracy.
Inquiry Screens
Vendor Inquiry
Job Inquiry
Item Code Inquiry
Work Order Inquiry
P.O. Receiving History Inquiry
Display Total P.O. Balance
Purchase Price Analysis Inquiry
Proposed P.O. Inquiry
P.O. Receiving Inquiry by Job
P.O. Receiving Inquiry by Purchase Order
Reports
Purchase Order Printing:
This produces a purchase order with all the information your vendor needs to process your order. Several plain paper and pre-printed formats are supported. You specify the job range and/or desired vendors.
Purchase Order Status Report:
This report is available in a summary or detail format and reports by Vendor, Job, Item, or Purchase Order Number. All pertinent information about outstanding or closed purchase orders are detailed, including the original order amount, received amount, and the amount remaining on order.
Purchase Price Analysis Report:
This report can serve as a tremendous negotiating tool. You are able to set up the special pricing rules of each supplier. The list of items in the Proposed Purchase Order are then compared against each supplier's price list to determine both the best package price with a single vendor and the best price by item.
Other Purchase Order Reports
Purchase Order
Proposed Purchase Order
P.O. Log
P.O. Receiving Report
P.O. Receiving History Report
Vendor File Listing
Vendor Special Cost Listing
Ship Via Listing
Shipping Terms Listing
Packing List Quantity Edit Listing
P.O. Remarks Listing
Special Instructions Listing
Item Code Listing
Purge Reports
Stock Price Variance Report
For more information, contact us.