Sound cash and inventory management demands that you
be fully aware of all future commitments for goods and
services. Failure to adequately control and monitor
your purchases can quickly lead to a major expenditure
blow-out, or worse, see orders replicated or totally
any business there have to be checks and controls, like
who is entitled to place orders, to what value, what
is the quality standard we require for certain goods
and services and so forth. Stamina Purchase Orders System
allows you to establish these basic business parameters
and will then automatically enforce these policies for
orders can be raised for stock and non-stock items,
services or any combination of both, against local and
overseas suppliers. Each line of a purchase order can
have its’ own expected delivery lead time or requirement,
and if appropriate can be pre-allocated against a job.
orders can then be physically printed, or sent directly
to a fax or EDI link if appropriate and available. If
you have a Quality Assurance program in place, appropriate
standards and specifications can be automatically appended
to the order that is produced.
progress of an order can also be monitored, either in
whole, or by specific line, which can aid with customer
queries, and also help with other planning activities
if delays are to be expected.
stock or a service is actually received or provided,
there are two mechanisms by which it can be processed.
If an invoice has been received a simple one step procedure
is available, otherwise a physical receipt can be made
via a goods receipt note, which must then be matched
with an invoice when it arrives.
either case a quick entry procedure is available for
when a receipt is being made against orders, and you
may also elect to allow processing of goods and services
where no purchase order has been raised. Partial receipts
against an order, or multiple orders arriving as a single
receipt can be processed.
system also allows you to enter details for credit claims,
and will generate the necessary documentation for you.
A return reason is associated with each line of a claim,
which can then be used for claim analysis and overall
supplier evaluation/review, allowing you to quantify
what type of problems are arising with a supplier, and
for what reasons.
management reports and enquiries make sure that you,
and your sales, production and purchasing staff are
kept fully informed on the status of your orders.
example, order reports can be sorted by Order Authoriser
so that each purchasing officer can follow up their
own outstanding orders that are due for delivery in
the near future. Forward cash flows can be projected
based upon orders placed, expected delivery date and
the suppliers normal terms of trade, and receipts that
remain unmatched with a suppliers invoice can be listed
for follow up.
orders outstanding for a supplier can be quickly located
on screen, and details for all receipts made to date
against the order reviewed. It is possible to recall
full details of a receipt onscreen months, or even years
after the physical receipt if necessary.
Stamina Purchase Orders System will help you better
manage all aspect of your purchasing, keeping you well
informed and in total control, and allowing you to ultimately
offer your customers a higher level of service with
an assurance of quality.
for Purchase Order System Flow Chart