Requisitions. Employees can review products, choose items and forward their requests for approval and processing.

• The choice of products can be limited to lists of Core Items or entire vendor catalogs;
   
• Product Requests are forwarded for approval and submission as
  a qualified Purchase Order to a vendor, or sent to a Stock Room
  as a Requisition to release Inventory;
   
• As an alternative, employees can be given the authority to place orders directly with vendors, again either being restricted to an approved items list, or an entire vendor's catalog;

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

• Vendor management setup controls can be used to establish vendors for multiple ongoing transactions, or used to buy a unique product from a vendor with a one time Purchase Order;
   
• 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 online, or sent by Email and downloaded to spreadsheets for onsite analysis;

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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 marked Received as complete orders, or edited for partial delivery. Items can be identified for return, credit, or shown on back order;
   
• Information is available 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 financial systems.

• To verify Program pricing, each month the system's manager obtains electronic copies of all program Vendor Invoices.
   
• Any Price Variances from program supplied vendors are brought
  to the attention of the retailer by the system administrator and net credits are obtained;
   
• Price Variances that may occur from user supplied vendors can be tracked and detailed for corrective action.

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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Service Contracts. The service contract management function provides for the monitoring, renewal, and product usage by service providers.

• Service Contracts can be profiled and viewed online with detailed
  summary outlines and contact information;
   
• Renewal alerts can be scheduled and sent to staff by Email;
   
• Product usage by vendors can be monitored and allocated to individual cost centers by G/L accounts.

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Financial Reports. All transaction data can be viewed online 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.

• Transaction Data can be downloaded to spreadsheets, or sent
  directly to an Accounts Payable department for reconciliation.
   
• Transaction History is archived for 3 year rolling time periods, meeting the records retention requirements of the Financial Managers Society. 

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Budget Management. Cost Center budgets can be monitored and controlled by setting projected budget goals versus 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 basis, with year to date detail showing remaining funds availability.