Purchase Order

The AccountMate Purchase Order module includes capabilities designed to help you carry out the following:

•Better control and added flexibility over your purchasing activities

•Automatically accrue the liability for purchases when you record the receipt of goods rather than wait until you post the AP invoice in the Accounts Payable module

•Easily obtain information about each inventory item since inventory information is displayed in most of the purchase order transactions functions

To give you an idea of what is possible with the AccountMate Purchase Order module, we have put together a list of some of our key features.

oCreate Purchase Order / Purchase Quote

You can create purchase orders or purchase quotes by using any of the following functions:

•Create Purchase Order / Purchase Quote by Vendor

•Create Multiple Purchase Orders / Purchase Quotes

•Approve Purchase Quote

•Release Blanket Purchase Orders

oRecord Received Goods

Using the Receive Goods function in this module, you can record the received goods for a purchase order. If you have also activated the Accounts Payable module, you can post an accrual of the liability to the vendor when you receive the goods.

oCancel Purchase Order Barckorders

You can cancel inventory items on backorder in one setting. In the Cancel PO Backorder function, you can define the parameters for the purchase order backorders that you want to cancel.

oCreate Blanket Purchase Order

A blanket purchase order establishes and authorizes orders for a certain quantity of inventory items from a vendor within a specific period of time. It enables your company to lock-in any special price and/or any discount offered by the vendor. You can define until when blanket purchase orders are to remain valid in the system.

Released blanket purchase orders are automatically converted into purchase orders. You can no longer release blanket purchase orders beyond their “valid until” dates.

oExport Purchase Order

You can convert into text files the purchase orders created in AccountMate. You can export these text files to your vendors so that they can import them into their system. This provides a solution to the need for a timely, speedy and automated execution of business transactions.

oGreater Link with the Accounts Payable Module

You can now match the AP invoices with the specific purchase order line items. This feature helps you monitor which AP invoices are posted for the inventory items that you have received from vendors.

The system also compares the cost of the inventory item and intangible charges, such as freight and service charges, upon receipt with the cost and charges reflected in the AP invoice. Any differences are recorded in a cost variance account.