Access Purchase Order Processing

Closely monitor expenditure

Establishing a clear commitment with your suppliers and monitoring their performance will enable you to build a strong and flexible supply chain. The Access Purchase Orders module provides a structured system for all your procurement needs. It regulates and simplifies internal purchase order procedures, enabling you to closely monitor expenditure.

Control

Access provides an easy to use request form that can be made available to every member of Staff. Requests are collated by the system and can easily be granted or denied by a Supervisor. Multiple requests can be consolidated into a single purchase order per relevant Supplier. The system can calculate re-order levels, taking account of minimum or maximum stock levels and existing sales and purchase orders. Sales and purchase orders update the stock schedule report, which facilitates 'Just In Time' ordering.

Monitoring Costs and Deliveries

You can see at a glance the quantity of each item on purchase orders, the quantity yet to be delivered, and whether or not purchase invoices are correctly priced. Goods received notes can also be printed. Invoices can be matched to purchase orders from within the Invoice Register - one invoice can be matched to several purchase orders and vice versa. Prices in the Stock Control module can always be updated, and extra lines (such as delivery charges) can be added to purchase orders to facilitate matching.

Commitment

A monthly report shows the value of goods received but not invoiced, and goods invoiced but not received, so that you can accrue for your commitments in the Nominal Ledger. Delivery notes and invoices entered against purchase orders update the Stock Control module, Purchase Ledger and Nominal Ledger. Allocating purchase orders to projects in the Costing module will update the committed cost for the project. When invoices are received for the purchase orders, the commitment is replaced with an actual cost.

E-Procurement

Dimensions.NET facilitates entry of purchase requests and full purchase orders using no more than standard browser software. Each request form can be tailored to your precise needs by your Access Specialist Centre.