The Purchase Order System provides a flexible, easy to use interface enabling fast, accurate and efficient transaction processing. It has been designed to allow the user to directly process transactions in real-time during the handling of supplier calls / purchase orders. All product pricing, stock availability and suppliers product preferences plus related information is provided on screen.
A consistent interface ensures efficiency and speed of operation. Commencing with supplier identification, using the powerful 'vista data selection', or 'telephony integration'. Supplier selection may then alter the entry process to ensure that it complies with any previously set supplier specific options, such as compulsory Order No’s and compulsory Contacts or entry of product quantities to be in 'Cases' as opposed to the normal 'Units'.
The time saving 'base on' facility enables existing data to be used as an entry template, as well as allowing easy identification of products no longer ordered from the supplier.
Transaction entry provides a wide variety of features to enable efficient processing. Some key features are as follows (more may be found within the Distribution and Manufacturing suite’s feature listing and more generically with the De Facto® ERP Platform features list):
Using configurable 'wizards' you can create suppliers, addresses, contacts, products and Bill of Materials based kits at any stage of the transaction entry process. One-off addresses can be entered for a specific transaction, especially useful in B2C and drop shipments.
Definable Types
Provide a way for business specific types of transaction to be handled for input, processing, accounting or output. This may for instance be used to have a special type of order for 'Prototypes', 'Services' or 'Overheads'.
Templates
Allow the use of supplier specific order entry templates, to provide simple quantity based entry against pre-defined list of template products. This is especially useful where you regularly purchase from a core list of products. Previous transactions can be used to provide a similar template.
Product Searching
De Facto Vistas provide you with the ultimate way to select data. In this case products can be selected based on any criteria. This is useful for product selection using product property filtering which restricts products to what is available or products previously purchased from the supplier.
External Codes
Allow you to use the supplier’s own product codes for data entry and, if required, their own descriptions. These can also be used on supplier facing output from the system and are often used to provide multiple foreign language descriptions of products.
Units of Measure
A single product can be purchased in multiple Units of Measure. Units of Measure can be specific to a product type being weight, quantity or volume based. The product and supplier used can dictate the Units of Measure to be used for quantity and pricing purposes.
Associated Items
Allow you to automatically add associated products to a transaction, for instance, adding manuals or power cables to a product line for a computer.
Alternate Items
Allow you to easily discuss alternate products with a supplier. This is useful when dealing with out of stock items.
References
You may enter a supplier transaction reference against each transaction along with a line reference for each product line, especially useful in large transactions.
Descriptions
These are defaulted from the product data but may be supplier specific or calculated from other data when required. Ultimately they can be overridden by the user.
Notes
A flexible system allows notes to be input and displayed on all business documents at the header, footer and product level. Glossaries are provided to assist with setting of standard content.
Data Display
Weight / Volume and other values can be calculated and displayed in real-time based on product metric values.
Entry Advice
A variety of alerts can be configured per product and supplier and combinations, these allow you to banish post-it note reminders and memos.
During entry all essential information is automatically displayed within the purchase entry window. Additional data displays can be configured within 'web windows' to display related data in real-time. Data can be drawn from within De Facto or elsewhere and can for example include product images, purchase history, contact relationship management data and recent quotations.
Special Entry
Special Entry windows provide a customisable interface to this key data entry area of the application, allowing fine tuning of the data entry process; pre-built alternatives are provided.
Contact us today to discuss your business needs with our software team.
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