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Purchasing |
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The dataSIGN purchasing functions provide efficient management of vendors and allows for the bidding, ordering and tracking of purchased items from the initial requirement through the receipt and acceptance/rejection of the purchased items.
The purchasing processes are integrated with estimating, quoting and inventory functions on the front end and accounts payable, general ledger and work order costing functions after the receipt of items. The total integration requires only a single data entry and facilitates real-time review of vendors, inventory and job status.
Qualified Vendors Management
Not all purchased items can be purchased from all vendors. Qualified vendors are cross references between items and vendors. They are maintained for each purchased item, including an associated unit of measure and conversion factor for that vendor. A “primary vendor” can be identified for each item. Items can be entered in either the vendor’s unit of measure or the user’s stocking unit of measure, while still having the purchase order printed in the vendor’s terms.
dataSIGN provides a price matrix tool for entering and maintaining prices from vendors for purchased items. After a price matrix is entered for an item, the system uses the pricing information from this source on quotes, purchase orders and planned purchase orders. Prices from multiple vendors may be entered for the same item. Separate units of measure for purchasing, stocking and selling items may also be established.
Price details can be printed for all vendors or for a specific vendor. This is helpful to use as an audit for price matrices and/or price sheets from a specific vendor. Purchased dollar commitments can be calculated, and purchase order status made available, by purchase order, part number, and by vendor, and all purchase order review and reporting can be done by user defined periods.
Purchasing maintains a wide variety of vendor analysis statistics in the vendor master file relative to price, item quality, and delivery. This vendor analysis provides the buyer with information to assist in the selection of the best vendor alternative based on current requirements and conditions.
Purchase Order Processing
The Purchase Order processes allow for the ordering and tracking of purchased items from the initial generation of planned purchase requirements through receipt of the purchased items. dataSIGN’s flexible design allows purchasing of items to inventory, directly to a specific work order (materials and/or subcontract work), and directly to a General Ledger expense account on the same purchase order with multiple delivery dates and notes per line item.
For subcontracted work, purchase orders against a specific work order link directly into outplant processing. When the PO is received, the outplant operation sequence is automatically closed and the work order is updated with all costing information.
Managing procurement also requires good reporting on outstanding purchase orders and the associated cash requirements needed to support these POs. The dataSIGN purchasing processes includes powerful yet flexible tools to effectively review and manage purchasing status and required actions.
A detailed report shows all information pertaining to a current purchase order. This report provides tremendous flexibility of report generation: all or selected vendors, order due date ranges, associated Buyers, and other specifications may be selected to include as much or as little data on the report as you would like to see.
Receiving and Inspection
dataSIGN Purchasing provides a one-step process for recording receipts against purchase orders, creating receiver records to be processed by accounts payable and updating average and last costs for items received into inventory.
Parts requiring inspection may be held in receiving/inspection until checked and released. These parts are tracked by the purchasing processes from the time they arrive in the plant.
dataSIGN lists all the items flagged for inspection that have been received, but have not yet been inspected which is very useful when tracking shortages for issue to the production floor.
Receipts can be entered in either the vendor’ unit of measure or the user’s inventory unit of measure. If the vendor unit of measure is used, the system provides the conversion to the user’s inventory unit of measure.
Receipts are automatically validated against an inventory cutoff date to assure the correct general ledger accounting period, and the processing of receipts establishes receiver records for accounts payable matching.
Invoices generated allow for ship to and bill to, special instructions, back orders, multiple taxing bodies, and line item discounting by customer.
>Next: Accounting
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