Module: Purchase Order

USL's Purchase Order Module provides an enhanced capability to control cost at each location. Optional budget checking is available through this whole process to assure proper utilization of funds. Once the purchase order is entered, facilities are provided to assure the receipt of goods and reconcile with the receipt of the vendor's invoice.

USL Financials Purchase Order includes features most asked for by financial software users:

• Allows numeric or alphanumeric PO numbers up to 15 characters in length. Purchase orders can be posted in any sequence desired or can be automatically posted in sequence.
• Supports entry and modification of POs.
  • Handles multiple-drop POs if you receive goods at more than one location. For any line item, allows up to four separate deliveries to the same or different locations.
  • Handles blanket POs and their releases.
• Allows up to 999 lines per PO.
• Allows up to 200 characters of description for any line item.
• Up to 99 notes can be entered for every purchase order line item. Notes can be printed under each line item on the purchase order, or they can be used for internal purposes only.
• Handles order quantities as large as 10,000,000 or as small as 0.001.
• Permits different units to be used for stocking, ordering, and receiving.
• Supports modification of posted POs.
  • Line items can be changed or added.
  • Distributions can be changed.
  • The vendor's address (as stored with the purchase order) can be changed.
  • Supports import and posting of external POs.
  • Imported PO transactions can be automatically posted.
  • Imported PO transactions can be automatically marked as fully received.
  • Supports entry and editing of receivings.
  • Allows for receiving of goods on a line-by-line basis or for the entire PO at once. A Receive all line items option is provided to allow an entire purchase order to be received without the need to enter individual receivings for each line of the PO.
  • Keeps track of prices that were unknown at the time goods were received. These are printed on the Unknown Price report.
• Produces numerous reports to assist you in controlling and monitoring the ordering and receiving of goods and services:
  • When interfaced with USL Financials Inventory Control, a Purchasing Advice report can be printed to help identify what should be purchased.
  • The Expedite Shipment report assists in vendor follow-up for critical shipments.
  • The Past Due Shipments report facilitates follow-up on overdue shipments.
  • The Receipts in Excess of Quantity Ordered report enables receivings monitoring.
  • The Cash Disbursements Projection report combines outstanding purchase orders with Accounts Payable to assist in analyzing future cash flow requirements.
  • Distribution reports allow you to look at account distributions for both unposted and posted POs.
  • The Receivings History report assists in analyzing vendor performance.
• Purchase Order is fully integrated with the USL Financials Accounts Payable module. The following tables are shared by both modules:
  • The Vendor table allows vendors to be defined in either module and be available to both.
  • The Purchasing Address table allows Vendors' purchasing addresses to be entered in either module and be available to both.
  • The Distribution Code table allows predefined distribution codes to be created in either module and be available to both.
• Fully integrated with USL Financials Inventory Control (IC). PO and IC share a deliver-to/warehouse location table, and the Vendor Items table. Vendor Items can be entered through either module. Purchase Order automatically updates the inventory item table.
• Fully integrated with USL Financials Job Cost (JC). POs can be distributed to relevant jobs.
• Includes USL Financials security, accessed through the Control System module.
• Purchase Order fully supports budget encumbrance. Budgets are pre-encumbered when new PO transactions are saved, and encumbered when transactions are saved. Budgets are checked throughout the purchasing process, and transactions can be disallowed when budgets are exceeded.
• Includes comprehensive, context-sensitive, on-line Help, available at any time by pressing a single key.

About this site | Webmaster