The purchase order management module allows the user to place orders for stock items, non-stock items (one off orders) and service items (call out or repair charges). The system is able to prompt the user when:

Orders are uneconomical
Orders are below the minimum order quantity
Orders exceed supplier’s credit limit
A secondary supplier is used
Purchase orders are waiting to be authorized by a department / person

An authorization file allows the user to specify those that are approved to request or authorize purchase orders, and any limits on purchase values.

When an order is created, a schedule can be utilized to accept split delivery of items. The user can also reserve items to work orders before goods have been received to ensure immediate issue from stock. The user is also able to register invoices within the system and match them to actual goods received in order to carry out payment.

authorization file

Within an organization, only certain people may be authorized to place purchase orders, each with different limits on the potential value of an order. The IMPACTxp system recognizes this and therefore offers multiple levels of security. Firstly, the add a purchase order function may be completely removed from an individual users menu.

If the option is not removed from the menu, the authorization file allows the user to detail individuals who are allowed to request purchase orders. Typically, purchase orders need to be authorized before being printed. IMPACTxp therefore allows the user to specify who can authorize and any limits on the value they can approve. Likewise, the user is able to specify those that may authorize an invoice for payment in the invoice matching function, once goods have been received.

purchase order management function

The user is able to create purchase orders for:

Stocked items
Non-Stocked items
Service items

This means that orders can be placed for one-off items without creating an inventory record and/or non-quantifiable services.

The purchase order management module is tightly integrated into the stock management module. The system therefore performs a number of automatic functions when ordering a stocked item. When an inventory code is entered, the system automatically defaults to the economical order quantity for the bin location specified. The user is able to change this value, but the system will issue a warning if the new value is below the minimum order quantity specified in the stock management module. When a supplier is chosen the system also defaults the purchase unit of measure, the supplier price and the cost code for the store location for the line. The system is also able to convert currencies, including Euros, which means that orders can be placed abroad. The system can also apply supplier discounts.

The system then requires a requestor code and/or authorizer code, ensuring that security is upheld. If the total for the order exceeds the authorization limit of the authorizer, the purchase order cannot be accepted. The system will also warn the user if the order exceeds the supplier’s credit limit. This means that the IMPACTxp system is able to automate the purchase order function to a certain extent. The user does not have to perform the arduous task of collaborating prices, credit limits and suppliers performances with economical ordering tactics.

delivery schedule

Each line on a purchase order relates to a stocked, non-stocked or service item. Stocked or non-stocked items maybe ordered in batches or bulk, particularly if it is economical to do so. However, a unique feature of the IMPACTxp system recognizes that economical ordering may take up unnecessary storage space. Therefore, a delivery schedule allows the user to split the line, so that the order is delivered in installments. This means that that the user is able to retain any discounts that apply to bulk ordering, whilst making economical use of storage space.

direct purchasing

Another feature of the purchase order function is the ability to allocate lines directly to a work order. When a work order number is entered, the system effectively reserves the line item before it is even delivered. Upon receipt of the goods, they can be issued to the work order immediately. This means that the user does not have to allocate and issue items in the stock control module. This feature also provides a further level of security for those items that are imperative to a particular maintenance function.

authorizing and sending purchase orders

A purchase order may need authorization before it can be printed. IMPACTxp has the ability to inform the relevant authorizers of any purchase orders awaiting their attention via the IMPACTxp mail system. Once these have been agreed, the user can simply print and send orders from a list. Purchase orders can also be printed according to the user’s design.

flexible goods receipt

The goods receipt program allows the user to specify those items that have been received into stock. The flexible nature of IMPACTxp means that the user can receive part of an order or even part of a line. The user also has the ability to change details such as the bin or store location to receive the goods and the price. The purchase order is then completed and a goods received number is generated.

monitoring supplies

A supplier file is created within the stock management module and maintains details such as annual turnover, purchase currencies, credit limits and standard discounts. When a purchase order is created within the purchase order management module, the system defaults to the preferred supplier for that item. The system maintains last cost charged, average cost charged and standard cost.

invoice matching

The final stage in the purchasing process involves the payment of invoices. Provided the authorization code allows it, the user can validate invoices received to goods received. Invoices are registered within the system, with details of tax codes and any surcharges incurred. Invoices are then matched to goods received details using a graphical matching board. Simple traffic lights indicate when an invoice is matched by a green light or unmatched by a red light.