INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006
PURCHASECONTROLSYSTEM
Page 67Ver 2.22
PURCHASE CONTROL MENU
The PURCHASE CONTROL SYSTEM is used to manage the purchasing activity of a company. It provides a link between the INVENTORY CONTROL SYSTEM and the ACCOUNTS PAYABLE SYSTEM. This system provides a means of record-ing purchase orders placed with your vendors, and tracking the orders through the different phases of receiving the product, backordering, and invoicing.
A special feature of the PURCHASE CONTROL SYSTEM allows the transfer of product between warehouses on a single transfer order document and tracks shipped and received cylinders to your gas vendor.
A purchase order can be printed for faxing or faxed/emailed directly from the system to the vendor. Upon completion of the p.o., labels for affixing to the actual product can be generated. In addition, several different analytical reports provide insight into the purchasing activity.
EDITING PROGRAMS• ThePOST/EDIT PURCHASE ORDERSprogramisusedtoadd,change,delete,viewandprintpurchaseordersinthepur-chasingdatabase.
• TheVENDOR SHIPPING LABELSprogramprints5"widex4"highship-pinglabelsusedforshippingpackagestovendors.
• TheOPEN PURCHASE ORDER REPORTgivesajournallistinginnu-mericalorderofonlyopen(notfinalizedorclosed)purchaseorders.
• ThePURCHASE ORDER JOURNALgivesajournallistinginnumericalorderofselectedpurchaseorders.
LABELS• TheLABEL PRINTING programsprintstocklabelsasrequestedwhenorderwaspostedforaffixingtoinboundproduct.Threesizesareavailable,includingspecializedbarcodelabels.
PURCHASE ANALYSIS• ThePURCHASE ORDER ANALYSISprogramsgeneratemonthlyspreadsheetanalysisofpurchasinghistoryandcanbeusedtodeterminepreferredpurchasingpoli-cies.Canbesortedbyvendor,bypart,byvendor/part,andbypart/vendor.
MISCELLANEOUS• ThePURGE PURCHASING DATAprogramisamaintenenceprogramusedtoremoveolddatafromthepurchasingdatabase.
• TheVERIfY PURCHASING DATAprogramisa maintenanceprogramtoensureinternaldataintegrityinthepurchasingdatabase.
fILE EDITORS• fILE EDITORS providelowlevelaccesstothedatabaseforprogrammer/systemadministratoruseonly.
PURCHASECONTROLMENUSCREEN
PURCHASE CONTROL SYSTEM
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1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006www.infonetx.com • e-mail: [email protected] • Fax 614-875-7761
Page 68 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006Page 68 Ver 2.22
PURCHASECONTROLSYSTEM
EDIT PURCHASE ORDER
ThePOST/EDITPURCHASEORDERSprogramisusedtoadd,change,delete,vieworprintpurchaseordersinthepurchasingdatabase.
• Purchaseorderscanbeprinted as they are postedorlaterinbatches.
• Allpurchaseordersorjustthoseforselectedvendormaybelocated and reviewed on a view screen.
• PurchaseandInventoryhistoryforin-dividualitemsdisplayedonview screen.
• Purchaseorderheaderinformationincludesasixcharactervendor ID,cus-tomerdrop-ship IDandlocation,dates ordered,wanted,receivedandinvoiced,typecode&shortreferencedescription.
• Eachpurchaseordercontainsasmanylineitemsasneeded,eachshowingthePart IDanddescription,quantityorderedandeventuallyreceived,unitcost(tobeusedaslastcostforprofitabilityreportsandaveragedwithpreviouscosthistoryforvaluationreports)andthenum-berofinventory labels tobeprinted.
• Mayalsobeusedtotransfer stockbetweenbranchesorwarehouses.
•Tracksfullandemptycylinderstogasvendors.
• Canberestrictedtoauthorizedusersonly.
• Optionforpurchaseorderstobecreatedautomati-callyfromINVENTORYCONTROLSYSTEMbased onpresetmin/maxformulaspresentedforfinalreviewhere.
PURCHASE ORDER LIfE CYCLE• Whenpurchaseordersareposted,thequantityorderedisadded into the ON ORDER categoryintheINVENTORYCONTROLSYSTEM.
• Whenanorderismarkedwithareceiveddate,thequantityreceivedismovedintotheONHAND and AVAILABLE categoryintheIN-VENTORYCONTROLSYSTEM.Theremainingbalanceonorderisleft in the ON ORDER slot.
• Finally,whenanorderismarkedwithaninvoicedate,anyremainingbalanceonorderissimplyignored.Abackordercanbeautomaticallypre-pared totrackthebalanceoftheorderifdesired.
• Boththeinventory’s Average and Latest Cost fieldsareautomaticallyupdatedhere.
• Ifdesired,avouchercanbeautomaticallycreatedintheACCOUNTSPAYABLESYSTEMforlaterpayment.
EDITINGSCREEN:EDITPURCHASEORDERFILE
SAMPLEOUTPUT:PURCHASEORDER
INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006
PURCHASECONTROLSYSTEM
Page 69Ver 2.22
TheVENDORSHIPPINGLABELSprogramprints5"widex4"highship-pinglabelsusedforshippingpackagestovendors.
•Shippingaddressislinkedtotheinforma-tion in the vendor database ormaybeenteredfromthekeyboard.
•Usesattractivedouble-highdouble-wideprintingfontforeasyreading.
•Canbeprintedonpre-printedcustomlabel stock oronblank stock.
•Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranet-workedharddriveontheserver.
VENDOR SHIPPING LABELS
SETUPSCREEN:VENDORSHIPPINGLABELS
SAMPLEOUTPUT:SHIPPINGLABEL
Page 70 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006Page 70 Ver 2.22
PURCHASECONTROLSYSTEM
INVENTORY LABELS
TheLABELPRINTING programsprintstocklabelsforaffixingtoinboundprod-uctasrequestedwhenorderwasposted.
• Threesizesavailable:
– Stocking Labels(1"Highx3.5" Wide).
– Tiny Tag Labels (1/2"Highx1" Wide).
– Barcode Labels (1"Highx2.4" Wide). Usesoptionalthermaltransfer barcode label printer.
• Labelscanbegenerated in batches eitherasPurchaseOrdersarecreated,orwhentheitemsarereceived.
SETUPSCREEN:STOCKINGLABELS(1x3.5)
SAMPLEOUTPUT:BARCODELABEL,1"X31/2"LABEL,ANDTINYTAGLABELS
YOUR COMPANY NAME, INC.LINCOLN FLEETWOOD 35ELECTRODES 1/8”(E6011)
$0.724
PART # LIN35-18
PART ID: TWE11-23CONTACT TIP
$0.510 EACH
TWE11-23
CONTACT TIP
$0.510 EACH P01
TWE11-23
CONTACT TIP
$0.510 EACH P01
TWE11-23
CONTACT TIP
$0.510 EACH P01
TWE11-23
CONTACT TIP
$0.510 EACH P01
INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006
PURCHASECONTROLSYSTEM
Page 71Ver 2.22
PURCHASE ORDER JOURNAL
ThePURCHASEORDERJOURNALproducesajournallist-ingofselectedpurchaseorders,innumericalorderwhiletheOPENPURCHASEORDERREPORTshowsonlyopen(notfinalizedorclosed)purchaseorders.
•Reportscanbegeneratedindetailed modeshowingallinformation,orinsummarymodeforjusttotals.
•Informationshowncanincludevendor ID andname,date ordered,wanted,received and invoiced,type code,de- scription,andeachlineitemwithpric- ing.
•Orderstobeincludedcanberestrictedbynumber, part code,date, and vendor.Forexample:
–Openordersonly(noinvoicedate filledin). –Ordersplacedduringaspecifieddate range. –Ordersreceivedduringaspecified daterange. –Ordersinvoicedduringaspecified daterange.
•Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailora
networkedharddriveontheserver.
SETUPSCREEN:PURCHASEORDERJOURNAL
SAMPLEOUTPUT:PURCHASEORDERJOURNALINDETAILEDMODE
Page 72 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006Page 72 Ver 2.22
PURCHASECONTROLSYSTEM
ThePURCHASEORDERANALYSISprogramsgeneratemonthlyspreadsheetanalysesofpurchasinghistoryandcanbeusedtodeterminepreferredpurchas-ingpoliciesandotherusefulinforma-tion.
• Analysistypereportwhichagesquanti-ty and pricing informationintomonthlycategories withtotals.
• Canbesorted byvendor,bypart,byvendor/part,andbypart/vendor.
• Outputincludesquantityreceived,aver-ageunitcost,andtotal cost.
• Ordersincludedcanberestrictedbyvendor,dates,ordernumber,partIDandmore.
• Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranetworkedharddriveontheserver.
PURCHASE ORDER ANALYSIS
SETUPSCREEN:P.O.ANALYSIS:VENDOR
SAMPLEOUTPUT:P.O.ANALYSIS:VENDORINSUMMARYMODE
