On - Demand
Procurement Management
Purchasing Software
 

Product Requisitions. Employees can examine product information, then prepare and forward their requests through any standard Internet connection.

          - The choice of products can be restricted to a multi-vendor lists of
            'approved' items, or entire vendor catalogs of products chosen by
            the client;

          - Requests are forwarded for management approval and submission
            as a Purchase Order to a vendor, or sent to a Stock Room as a
            Requisition to release products held in Inventory;

          - As an alternative, employees can be given the authority to place
            orders directly with vendors, again being restricted to an 'approved
            items' list, or open access to a vendor's entire catalog;

          - Order status for internal requests can be verified on-line without
            contacting the Purchasing Department, saving valuable time.
       
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Purchase Orders. Requisitions, once approved by the Purchasing Department are then converted into Purchase Orders and sent to vendors by e-mail, Fax, or cXML, depending upon each vendor's
Purchase Order placement protocol.

          - Unlimited numbers of vendors can be setup for continual activity,
            or one time 'blank' Purchase Orders can be processed for limited
            vendor contact;

          - All transaction data is recorded in the system's history file,
            showing cost center and General Ledger expense allocation,
            as well as line item detail. Data can be viewed on line, or down -
            loaded to spreadsheets for analysis;

          - To verify Program supplied pricing, each month the system's
            manager obtains electronic copies of client vendor invoices. Price
            variances that may be found are brought to the attention of the
            respective vendor and net credits are requested.

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Receive Products. To close the 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 logged in as complete orders or edited for
            partial delivery. Items can be identified for return, or noted as
            being on back order;

          - Information is available for review by the original Cost Center,
            Purchasing Department or by 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 financial systems. Exportable transaction data (comma delimited files), includes all line item detail, showing the vendor's packing slip, products ordered, received,
returned for credit or that are on back order. 

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Financial Reports. All transaction data can be viewed on line by
items that are On Order, items that are Received, items that are on Back Order or items that have been Returned for Credit. The data
can be displayed by Date Range, Vendor, Product Identification Number and shown as allocated to specific Cost Centers or G / L
accounts.

          - Data can be downloaded to spreadsheets by the Purchasing
            Department, or sent to the Accounts Payable department for
            invoice reconciliation.

          - Transaction history is archived for 5 year rolling time periods,
            meeting the records retention requirements of Sarbanes-Oxley. 

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Budget Management. Cost Center budget accountability can be monitored and controlled by setting projected budget goals versus actual expenditure amounts.

          - Cost Center expenses can be monitored via multiple General
            Ledger categories 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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      Purchasing Assistant™ provides all
      the functionality of licensed and
      installed software without any built
      in obsolesce or need for IT support.