Requisitions. Employees can review product information, 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 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,
  either being restricted to a Core (approved items)
  list, or an entire vendor's catalog;

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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 protocol.

• Vendor Management controls can be setup to direct
  ongoing activity, or one time 'blank' Purchase Orders
  can be used to process 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 sent by Email and
  down loaded to spread sheets 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, or listed 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 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 management of service contracts provides for the monitoring, renewal, work flow requests and product usage by service providers / vendors.

• Service Contracts can be profiled and posted online
  with 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 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.

• Transaction Data can be downloaded to spreadsheets,
  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 Budget Reports can be set and monitored
  on a General Ledger 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.