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PURCHASING MANAGEMENT MODULE ( مقاله انگلیسی )
نویسنده : سلام دشتی - ساعت ۱٢:٤۳ ‎ق.ظ روز ۱۳۸٧/۱۱/۱۳
 

In your office and warehouse and out on your routes, profit or loss is often measured in fractions of percents and in minutes. Our purchasing management system combined with the other FMS modules help you control costs, speed paperwork, improve productivity, and effectively take advantage of suppliers' deals, rebates and discounts. Reports and displays aid in purchasing and inventory control and help you get the most out of your inventory dollars.


HIGHLIGHTS

·        Maintains supplier profile information.

·        Maintains detailed costing information by supplier and product.

·        Costing and pricing can be maintained by purchasing with automatic date sensitive changes.

·        Supports incoming and outgoing deals and specials, Off invoice, by check, discounts, rebates, co-op, specials.

·        Produces full cycle of documents for purchase orders, receiving, buyer confirmation, pickup, and match to accounts payable.

·        Buyer reports with duplicate image online for entry.

·        Summary buying reports.

·        Supplier returns adjust inventory and accounts payable.

·        Online buyer screens for review and immediate entry.

·        Supplier history and reporting.

·        FAX support for purchase orders

·        Suggested order quantities

SUPPLIER INFORMATION

Supplier profile

A purchasing supplier profile is maintained with information for reports, displays, calculations, purchase orders, etc.. In addition to four 54 character comment lines with four user defined headings (e.g. for co-op, volume rebate, etc.) the following information is maintained:

·        vendor name

·        address

·        phone number (with extension)

·        fax number

·        person to contact

·        PO comment

·        freight information

·        ship via instructions

·        back haul route number

·        broker

·        minimum order quantity (user defined unit)

·        optimum order quantity (user defined unit)

·        buyer number

·        buying days

·        buying frequency (cycle) to calculate suggested order quantities

·        pay to supplier number (if different)

Multiple suppliers for the same item

Supports multiple suppliers for the same item with one item number for comparison shopping (e.g. for commodities such as produce, meat or seafood).

Supplier history and reporting

A history of purchases by supplier and product is maintained for reporting of period, quarter and year to date quantities and amounts.

Fill rate reporting

Fill rate reporting is available for daily, period, and year to date by buyer, by item group. These reports show total shipped, total out, total subs, and percentage fill rates.

COST INFORMATION

If you, as a food wholesaler, offer a complex pricing structure to your customers, your suppliers are doing the same with you. It is a competitive industry. This system allows you to effectively deal with your suppliers and take advantage of deals, rebates, and discounts. It's all done automatically without having to back track through paperwork to assure that you are collecting rebates or 'by check' deals from your suppliers. The system allows you to monitor incoming off invoice deals and by check deals coming up or ending.

Multiple cost components

The system tracks multiple cost components and has two user controlled cost equations one for pricing calculations and a second for landed cost. This enables full control over which discounts and charges get passed on to the customers without effecting inventory valuation.

Costs can be entered for the following:

·        purchase cost

·        market cost

·        replacement cost (with effective date)

·        freight

·        duty (% or $)

·        exchange (% or $)

·        other costs ($)

·        discounts (% or $)

·        freight allowance (% or $)

·        administration cost (% or $)

·        incoming deals:

·        off invoice amount

·        by check amount

·        outgoing deals/specials:

·        off invoice

·        special price

Update costs at PO entry or receiving

In addition to item file maintenance screens for updating cost, costs can also be updated at time of purchase order entry or when receiving product into the system.

Date sensitive costing and pricing changes

You can enter new costs when advised from the supplier and an effective date of the change. You can also indicate a different date to do repricing of your bracket selling prices. These changes are done automatically on a daily basis when the date of the change comes into effect. Incoming deals from your supplier and outgoing specials and deals passed on to your customers are also from/to date sensitive. This whole concept allows you to make the change immediately and not forget. Selling products below margin certainly isn't profitable.

Incoming and outgoing deals and specials

Supports both incoming deals (from your supplier) and outgoing deals (to your customers) to enable full control over which deals and when deals get passed on to your customers. For example, your supplier may offer you a deal of $1.00 off for the month of July. You might offer a deal to your customers of $.75 off for the first two weeks and a special price of $24.95 for the last week of the month.

Multiple cost changes for the same item

Allows multiple cost changes for the same item to be entered with effective change dates. This includes specials and deals (even overlapping).

BUYERS' REPORTS AND DISPLAYS

Printed Buyers' reports

The buyers' reports analyze each supplier and product providing the necessary information to make the decision to order. Reports can be selected to show a variety of information in detail or summary form to satisfy practically every buyer in your organization even though each buyer may have different requirements.

On the buyers report beside each product there is an area to write a quantity ordered/to be ordered. You can then make the order and confirm costs and delivery date.

The buyer's report can be produced daily or as often as required for products by buying day or frequency, for suggested order quantity (SOQ) calculated products or 'out of stocks', for certain suppliers, or for products going on or coming off special deals. Reports can be selected by buyer.

Summary buying reports

Additional summary buying reports with one line per product can be printed with SOQ selection capabilities. The buyer can then inquire in detail online if further information is desired before ordering.

Online buying screen

The decision making information contained on buyers' reports is also available online on a screen. You can review products on a report or you can review and enter a purchase order at the same time. A buyer's report may contain information which is several hours old, the online buying concept has to the minute information.

The online buying screen for review and immediate entry has information that is current including pending orders (orders entered but not invoiced yet), on order, movement history, suggested order quantities, forward buying quantities, etc. Order quantities, dollar value, cube and weight are accumulated as you are building the purchase order and are displayed for each entry as well as the suppliers minimum and optimum order quantities. You can choose to view products by the same selections available for the buyers' reports. This screen makes it so easy to generate purchase orders and has information that is so up to date that it makes conventional buyers reports obsolete.

Purchasing Information

The following information is displayed on the online buying screen (or printed on buyers reports) in addition to the usual static information such as description, pack size, brand, etc.:

·        quantity on hand

·        quantity allocated (pending orders you have not shipped)

·        advanced orders (e.g. orders for delivery next week)

·        quantity on order

·        sales history (past 8 weeks detailed by week)

·        last years sales (same 8 weeks)

·        lost sales (past 8 weeks detailed by week)

·        average weekly movement (past 8 weeks)

·        average weekly movement (# of weeks set at supplier level)

·        all costs

·        incoming and outgoing deals

·        normal purchase quantity

·        lead time

·        SOQ (Suggested Order Quantity)

·        FBQ (Forward Buying Quantity)

·        order by factor

·        supplier minimum order quantity

·        optimum order quantity

·        weight & cube

·        Ti/Hi & Total (pallet)

·        last purchase: price, date, quantity

Suggested Order Quantities (SOQ)

Suggested Order Quantities can be calculated by the system based on movement history and with variables such as lead time and buying cycle set at the supplier and/or item level. This enables these SOQ's to be meaningful.

Forward Buying Quantities (FBQ)

Forward Buying Quantities can be calculated by the system using a formula with user controlled variables such as handling costs, return on investment, cost of money and is activated by price changes and deals. How many cases can be bought before it 'costs' more than is saved?

Unit of measure and conversion factor

Purchasing unit of measure and conversion factor, allows you to stock and sell in one unit of measure and purchase from your supplier in another (e.g. master case). Conversion is automatic.

Order by factor

Order by factor set at item level for even tier or pallet buying quantities.

Manufacturer's item numbers

Manufacturer's item numbers can be maintained in the system and can be printed in reports and documents such as PO's, pick lists, receiving documents. Purchase orders can be printed in manufacturers item number sequence.

Weight and quantity are tracked

Both weight and quantity are tracked for variable weight items and appear on reports and displays. FMS was designed from the very beginning to handle variable weights and contains numerous features not found in any other software package.

On-Line Displays

Online displays offer quick and easy access to timely and meaningful information. Information can be obtained without knowing item numbers, supplier numbers, purchase order numbers, etc. In addition to the numerous displays provided by our inventory control module the following are some of the displays you will find extremely useful:

·        "All costs for selected item by supplier" display can be used for comparison shopping of 'commodity' type items (e.g. meat, seafood, produce).

·        "All items for selected Supplier" display shows a multitude of information (same information as the online buying screen).

·        Last 52 week sales by item (detailed by week) is available online. Average weekly sales are displayed for the past XX weeks as well as last years average weekly sales for the future XX weeks. This display screen is ideal for planning purchasing of seasonal items.

The information can optionally be displayed as:

·        weight items by selling units

·        case items by weight

·        cube sold

·        A "Lost sales display" shows sales lost through stock outs over the past 52 weeks (detailed by week).

·        Supplier purchases for the current period and year to date showing quantity, weight, and dollars.

·        A "Purchase orders by status or full detail information" display makes it easy to track down orders from suppliers.

·        A "Quantity on order for select item display" shows the quantity on order for selected items and break down by order number.

PURCHASING AND RECEIVING

Creating the PO

Purchase order entry is extremely flexible and operates in various ways such as directly from the online buying screen or by keying directly from the various buyer's reports. All products are displayed and you only key the quantities for the products ordered. Cost changes, if different, can be overridden directly.

The system displays the supplier minimum and optimum order quantities and the calculated PO totals for quantity, weight, cube and dollar amount as each item is entered on the PO. While entering the PO you can easily 'toggle' between the items you ordered and the items not ordered.

Produces full purchasing cycle of documents

Once a purchase order is entered the first cycle of documents is produced. A purchase order with costs, a buyer's confirmation copy, a receiving copy ready to check off quantity received, and a pickup copy if you have indicated you will be picking up the product. At receiving time, the original purchase order can be displayed on a screen and quantities received confirmed. Inventory balances are immediately updated with the receipt of goods. Accounts payable approval documents are produced and the data to match to accounts payable is saved. The buyer will receive a copy of goods received and shorted. Though not often used in the food industry, you can optionally create back orders for certain suppliers.

Allocate specific PO's to specific customers

Specific purchase orders can be designated to a customer. The customer's price and other order entry information can be entered at purchase order entry time. At the receipt of the order or acknowledgment of a direct shipment an order will automatically be created. Special order items not defined in inventory can also be put through this process.

Update costs at PO entry or receiving

In addition to item file maintenance screens for updating costs, costs can also be updated at time of purchase order entry or when receiving product into the system.

Proposed PO's using SOQ and FBQ

Proposed PO's using suggested order quantities and/or forward buying quantities allow you to have the system print or display suggested PO's which can then be easily entered.

Receiving schedules

Receiving schedules by day and time can be maintained online. Displays and reports help you schedule your manpower requirements as the weight, cube, and number of pieces can also be displayed or printed.

Back hauls

Route numbers can be assigned at the supplier level for doing back hauls. Displays and reports will allow you to analyze back hauls by area/route.

"Receive all" feature

"Receive all" feature speeds up the processing of receiving documents as the receipt quantities do not have to be re entered, only the exceptions. This feature can be used even when orders contain variable weights or exceptions such as shortages. The system will automatically edit for variable weight items to make sure these weights are entered.

Interfaced to Accounts Payable

The purchasing system is interfaced to Accounts Payable and posts at receiving time and allows all cost elements to be separated if desired to different general ledger accounts (i.e. freight, duty, discounts, etc.).

Supplier returns adjust Inventory and A/P

Supplier returns automatically adjust inventory and accounts payable via interfaces. It will also record for displays and reporting an analysis of supplier returns by reason, by period, this year, last year.

ADDITIONAL FEATURES

Multiple warehouse capability

Multiple warehouse capability enables product to be handled in more than one warehouse even for the same items (e.g. public storage). The system has the capability with IBM Facsimile 400 to FAX selected purchase orders directly to your suppliers.

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