purchase control system - infonetics, inc. · pdf filepage 68 page 68 ver 2.22 infonetics,...

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

TM

1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006www.infonetx.com • e-mail: [email protected] • Fax 614-875-7761

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006Page 68 Ver 2.22


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



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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



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



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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



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

purchase control system - infonetics, inc. · pdf filepage 68 page 68 ver 2.22 infonetics,...

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