The Purchases module allows the user to conduct various purchase functions. Stock items can be brought into inventory to facilitate operations and continuation of daily business.
The Purchase module has some commonly used function buttons that reoccurs throughout the module.
The Order Info button allows additional information to be entered by the user as required. This additional information will be carried forward throughout the Purchases module. The user will simply fill in the required data and click on Save.
The Save button allows the user to, at any stage, save the work in progress and Open it a a later stage.
Once the user clicks on the Save button Procure.net will provide a prompt where a document number will be generated and the user has option of printing the document by clicking OK or Skip printing.
The saved document can be opened by clicking on the Open button where a list of saved documents will be generated. The user will double click on the required document or click once on the document and then click OK to populate the document.
Ref number provides the user with the option to link a reference number to the transaction. This reference number will allow the user to track the document linked to the reference number.
The ribbon bellow or function keys will be found throughout Procure.net, they assist in obtaining information about stock items.
Edit product - utilised to edit a stock item and update any information if authorized to do so.
Stock Enquiry - allows the user to review additional information on a selected item to make more informed decisions. Tabs that can be navigated through include: stock levels, price changes, sales revenue, vendor performance, stock movement, stock ledger and costs changes.
Containers - used when some form of packaging might have a charge attached to it and the companies supplying these items will charge the user for the delivery of these stock items so that they can recover them and make the items re-usable. It helps control the cost of the company by passing the charge on to the consumer ensuring that they control these items. If the container has been entered into Procure.net then the user will be able to load the container from the GRV process. When the stock item is loaded into the screen the container functionality becomes available so that the user can see the amount and quantity of the containers that have been received.
The way in which Procure.net has handled the additional charge is to create container items which the user attach to stock items that have containers delivered with all stock items. When a GRV is done and a stock item has been loaded that has a container attached to it, then the container module is activated and the user will be able to account for all containers or crates that have been attached to all stock items.
Extra charges - if extra charges need to be applied to a invoice they can be added under the Extra Charges button. To add any additional charges, click on the Extra Charges button to load the extra charges section to the bottom of the GRV screen. These Extra Charges can be any transport charges or foreign exchange expenses or even expenses that are not the norm for every single delivery and they have not been incorporated into the cost of the stock item when it was first ordered. These Extra Charges are set-up under the settings button for the Branch when it was first created.
By clicking on the extra charges button the user will be provided with various extra charges options. The user will fill in the total (excl) that was invoiced.
Delete zero qty - button allows the user to remove items loaded that have zero quantities.
Save as template - under some modules there is a button Save as template option to save a template for quick edit. This allows for quicker processing if required by operations or as company needs will have it. The template can be opened by utilising the Open button and directing to Templates on the tab and opening the previously saved template as required.
Add Notes - allows the user at any point during the process to enter notes. Notes will be carried through the entire process so any user reviewing this request can read the additional information. When notes are available the add notes button will change to Notes available.
Gratis - allows the user to add additional gratis receipts to the GRV. If the user clicks on the Gratis button it will bring up a new line in the GRV grid annotated by a Black legend next to the line that has been loaded.
The user can now proceed and select a stock item from the catalogue that has been delivered on the same invoice as Free of charge or in this instance a Gratis Receipt. Select a stock item in the same way as loading a regular invoiced item.
Gratis Receipt - Branch Setting:
This will indicate to procure whether the landed QTY at Zero cost should affect the average cost calculation or not.
Gratis Receipt - User Right:
This user right grants access to individual users to allocate Gratis Receipts in GRV module. If the right is not flagged, the button will be greyed out.
Upload from - allows the user to load the stock items that have been captured on the PDT. If selected the user will follow the prompts and click yes to proceed. The user will be required to select upload option from PDT that is connected to the computer and start the transfer.
Situated below the data entry grid the user will find the data information toolbar. This toolbar gives the user information about the current highlighted stock item in the data entry grid. The data information table helps the user by providing additional information about the stock item as well as helping to calculate forward purchasing of the selected stock item. Just below the data entry grid, the Stock Item Order Details and Stock Information Table is found. This table reports on a specific stock item highlighted in the data entry grid.
· Stock on Hand - will include the current stock on hand for the cost centre requesting the stock.
· On order - will indicate previously requested stock that is awaiting finalisation and process into the cost centre. This is an outstanding purchase order.
· This Order - indicates the current stock request to be processed.
· Expected - is the sum of stock on hand and stock on order plus the current order.
· Lead time consumption - is calculated based on the amount of stock that will be consumed by the time the new quantity of stock item has arrived. It is the average usage per day calculated by subtracting the current date from the expected delivery date, this value is multiplied by the average daily consumption and the amount of stock that should be catered for when generating the order.
· Left at delivery - will be the quantity of the stock item that will be left at the time the delivery is expected.
· Order cycle - is the frequency of ordering, by subtracting the quantity that is ordered during this frequency from the amount that is left at delivery leaves the user with a suggested order. Suggested order will be calculated based on parameters supplied by the calculation.
· Suggested Order - will be the output based on the calculation of the parameters above.
· Days stocked - will indicate the total number of days for which the cost centre will be stocked with the item based on the calculated stock level divided into the average daily consumption.
· Min level - is the minimum level of stock to be kept for this stock item, this amount has been set-up for each cost centre by the individual responsible for the outlet.
· Max level - will be the maximum level allowed for this stock item as set-up. Suggested order utilises these fields of minimum and maximum levels to generate the order.
During every item selection process a familiar look and feel will be consistent throughout Procure.net.
The search function can be utilised to bring up a list of searched items. Character strings can be searched in part. An example will be searching for words that contain character strings with 'oke' the results will bring up all words containing part of the string 'oke' as 'coke'.
Legends - legends are colour coded and indicates the current status of certain stock items that have been ordered in the data entry grid. This window is only applicable if the authorization cycle has been set-up for the branch. Within the legend field the user will also find the Future Price calculator. This tool is used to calculate the new average price of the stock items that the user has entered into the data entry grid. If the user loaded a listed price before the stock item was loaded to the screen then this price will also be loaded into the calculator.