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Purchase Order Processing

BusinessMan includes FileMaker Pro based purchase order management software. The inventory and purchasing software (including invoice billing software) is essential for small businesses to process purchase orders and inventory at any stage. Manage, track and accept inventory items into stock providing complete order management. The purchase order processing (POP) module is integrated with the CRM software module.

Purchase orders can be exported into third party accounting software.

Summary

Purchase orders can be processed and payments made against them or disputed as necessary. Split payments may be made against the purchase order, so if for example, you have a contractor for three months and a purchase order has been raised for the total amount, the payments can be phased over a three month period.

See stock/inventory module for complete inventory management and inventory tracking.

Features

Raise Purchase Orders (from suppliers/vendors)
Accept Delivery when a Purchase Order has been placed
Accept Delivery to stock
Find Purchase Order
Dispute Purchase Order
Purchase Order Notes
Delivery History
Purchase Order Status
Raise Dispute
Full Multi-currency capability

Related Modules

Also see:

Screen shots

Purchasing

Delivery can be accepted into the Stock Management Module.

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Purchase Order Processing Overview

Whether you're in suppliers or supplier invoicing you can enter the purchase order processing module by selecting the icon labelled "Purchasing" on the top menu. This button can be further identified by the Green basket icon.

This area of the system shows you all the purchase orders placed with any supplier. Entering this area from the supplier will set that supplier as the default and show the purchase history in the portal list to the left. The other two tabs at the top give you a choice of list views where purchase orders can be viewed and filtered as required.

Selecting a purchase order from either of these lists is achieved by selecting the blue button to the left of the list. Under the main "Process Purchase Order" tab, selecting the purchase order in the portal to the left, by again pressing the blue button, will display the details of that purchase order to the right of the portal and in the large portal to the bottom. The line items in the large portal to the bottom, show the purchase in detail with several status indicators to the right of the portal showing the delivery and payment approval status. A red "R" indicates that this line item has been returned.

A key to the delivery symbols is shown in the upper centre part of the portal. By moving your mouse over each of the symbols a Tool Tip will be displayed giving you their meaning.

It is possible to accept delivery of ordered items from this layout. At the top of the layout you will see a button labelled "Accept Delivery to Stock". Providing this order has not already been accepted you will be taken to a screen were the contents of the purchase order will be displayed.

Complete or part deliveries may be accepted. However, if the delivery is confirmed to be "complete", a button at the top labelled "Auto Accept" will automatically set the received quantity to the delivered quantity and if the items are stock items, automatically adjust the stock levels accordingly. You may then post those deliveries providing you have entered a delivery note number or some form of delivery reference which could be a timestamp generated by pressing the clock icon to the right of the delivery note number field. It would also be recommended that you enter your initials next to the delivery note number to identify you as the receiver.

Once the delivery has been accepted, each item in the list must be approved for payment. This is achieved by selecting the money icon to the right of the line item portal.

Once delivery has been accepted and payment approved, you can now add all those items to the purchase ledger. This is achieved by selecting the button adjacent to the label "Add Line items to P Ledger".

Selecting this button will automatically move all the line items from this purchase order into an area where they may be posted to the purchase ledger. When a button is pressed you'll be prompted for a supplier invoice reference and invoice date.

Once you're happy with the settings you can press the save and post button thus, posting these items to your purchase ledger. The invoice reference that you have entered will now be shown against the supplier’s outstanding invoices tab where you may make a payment.