"Purchasing Assistant™ provides greater functionality than vendor
    
'shopping cart' programs and has reduced internal processing cost."
              
                                      

                              PURCHASING ASSISTANT™  

Requisitions Employees can products from a multi-vendor Core Items list and forward their requests for approval and processing.

  • The choice of products can be limited to 'authorized' Items, or entire vendor catalog databases;
     
  • Requests are first approved / modified and then submitted to vendors
    as Purchase Orders, or sent to a Stock Room, for product release.

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Purchase Orders
Once received and approved by the Purchasing Department, requisitions are converted into Purchase Orders and sent to vendors by cXML, e-mail, or Fax, depending upon each vendor's ordering protocol.

  • All transaction data is recorded in the system's History file, showing cost center and General Ledger expense allocation;
     
  • Vendor Management Setup controls can be used to establish multiple ongoing transactions, or be used to buy unique products from a vendor with a one-time Purchase Order.

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Product Receipt To close a purchasing cycle, products are marked 'received' at the Cost Center by the individual who initiated the order. As an alternative, products can also be marked 'received' by the Purchasing Department on behalf of the Cost Center.

  • Products can be marked as complete orders, or edited for partial delivery. Items can be identified for return, credit, or shown on back order;
     
  • Information is available on line for review by the Cost Center, Purchasing Department or the Accounts Payable Department, to verify the accuracy of vendor invoices.

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Invoice Management
The accurate payment of vendor invoices is supported through the use of custom designed reports, as prescribed by individual client Accounts Payable systems.

  • Price variances are displayed in spreadsheet format allowing
    Accounts Payable staff to obtain credits prior to vendor payment;

  • Transaction data can be downloaded to spreadsheets that including the buyer's Purchase Order, the vendor's packing slip, invoice data, products ordered, products received, items returned for credit, or items that are on back order.

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Budget Management Cost Center budgets can be monitored and controlled by setting projected budget goals in comparison to actual expenditure amounts.

  • Cost Center Budget Reports can be set and monitored on a G/L basis by vendor, item, or individual spend responsibility;
     
  • Expenditures can be viewed on a 3 year rolling basis, with year to date detail showing remaining funds availability.

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Financial Reports All transaction data can be viewed online, or downloaded to spreadsheets.

  • Custom reports can be created and sent to designated financial management personnel, or sent directly to the Accounts Payable department for reconciliation;
     
  • Transaction History is archived for 7 year rolling time periods, exceeding the records retention requirements of the Financial Managers Society. 

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  •  Reduce 'maverick' spending;

  •  Increase budget control;

  •  Reduce the cost of supplies;

  •  Eliminate manual paperwork;

  •  Increase employee productivity;

  •  Reduce invoice payment 'errors';

  •  Increase Audit control;

  •  Reduce Accounts Payable check
     processing time;

  •  Eliminate the need to hold large
     quantities of Inventory stock;

  •  Reduce Purchasing staff hours
     spent doing manual processing;

  •  Provides for Disaster Recovery;

                                                                                  
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