Purchases

Introduction

Introduction

This application allows you to manage the company’s purchases. It allows you to create quotes that, once validated and finalized, are automatically transformed into purchase orders. You can generate goods receipts from a purchase order to schedule the associated goods movements and generate the control invoice. The application also allows you to send quotation requests to multiple suppliers, allowing you to select the most competitive offer. The Purchase requisitions sub-application allows you to generate internal purchase requisitions for a particular product, which must then be validated by a manager.

  • Keywords :

    • Purchase requisition: Allows an employee to create purchase requisitions for a particular product. These requests must then be validated.

    • Quotation request: allows you to send price requests to your suppliers from a quotation, thus allowing you to choose the most competitive offer.

  • Suppliers: This menu gives access to the list of suppliers and allows you to create new supplier records.

  • Contacts: This menu gives access to the list of contacts and allows you to create new contact sheets.

  • Products & services: This menu gives access to the list of products/services and allows you to create new product/service sheets.

  • Internal purchase requisitions: Allows you to create internal purchase requisitions within the company.

  • Supplier quotes: Allows you to create new supplier quotes and displays current quotes.

  • Supplier orders: Allows you to create new supplier orders and displays current and completed orders.

  • Bulk invoicing of BRs: Allows you to search for BRs to be invoiced and invoice them en masse.

  • ABC Classification: Allows you to create and view ABC classifications for products, families or product categories.

  • History: History of supplier orders Purchase orders: Displays the different purchase orders sent to suppliers.

  • Supplier Consultations: Also allows you to send quotation requests to multiple suppliers, allowing you to select the most competitive offer.

  • Reports: Reports dedicated to the purchasing application. :

    • Purchaser: Reports on the user’s purchasing activities.

    • Manager: Reports on purchasing activities for which the manager is responsible.

    • Supplier orders: Reports on purchase orders.

    • Geographical map: Map showing the location of the different suppliers.

  • Configuration: Third-party price list: Allows you to group price lists / Price lists: Allows you to create and manage price lists for purchases / DA form configurator: Allows you to create customized purchase request forms.

The suppliers

Purchasing > Suppliers

Create a supplier record

Determine whether the supplier is a company or an individual. You can enter several addresses related to this supplier (delivery, invoicing,…​) As part of multi-company management, specify to which company code(s) this supplier is linked.

A supplier file can also be created from CRM.
A supplier can also be a customer.

View the history of orders placed with a supplier

From this menu entry, you have access to completed orders as well as cancelled orders/quotes.

Create a supplier catalogue

Configuration It is necessary to activate the option "Enable customer catalog management", within the application configurations of the Purchasing module.

The supplier catalogue allows you to assign for a specific product and for a given supplier a product code and a name/description specific to your supplier, which will appear on the purchasing documents (quotes, orders, delivery notes, invoices).

Monitor the quality level of suppliers

From the vendor master record, you can manually assign an overall quality score to the vendor. You can also assign scores to a supplier product by product, manually.

Generate an alert on order from the supplier file

In the "Supplier" tab of the supplier file, the box "Label to display on orders" allows you to enter a text that will be displayed as a label, in red, on each generated order.

Detect and merge duplicates

From the list view of your suppliers, click on the "Tools" button and select "Check duplicates". Then choose the fields from which you want to search for duplicates (name, email address,…​). Once the system has detected duplicates you can then merge them together using the dedicated button.

This action is also possible from the list views of your tracks (CRM Module) and your customers (Sales Module).

The products

Purchasing > Products

Create a product sheet

You must enter a code, a name and a type of product, its mode of supply. Various fields are to be completed such as price, currency, units (stock, purchase, sale), implementation date, multiple quantities, as well as a description that will appear on quotations/orders, while the internal description will only remain in the system. You can insert the photo of your product and associate a barcode to it provided you have enabled the option within the application config.

If you want the description to be included in the printouts of purchasing documents, you must activate the corresponding option in the application configurations of the Purchasing module.
It is possible to indicate that a product is a prototype and/or that it will not be renewed by checking the corresponding boxes. This action will generate tags on the quotation/order line. It is also possible to assign a version number to the product.

Management of multiple purchase quantities

This is an option that allows you to define multiple purchase quantities on a product sheet.

To manage multiple purchase quantities, you must activate the option in Application configuration > Device management > Purchasing.
If the quantity selected on a command line is different from the multiples defined, the line cannot be validated, and a message will appear indicating which quantities are allowed.

Alerte A checkbox on the product sheet, on the "Purchases/Costs" tab, allows a user to force the predefined multiple quantity. In this case an orange tag appears, indicating the recommended multiple quantity. If this box is not checked the same tag appears but in red this time and not respecting this condition prevents you from validating your line.

Multiple quantities are defined on the product sheet, in the "Purchases/costs" tab. There is a table in which you must add new lines with the authorized quantities. For example, if you want to buy a product only in quantities of 5, 10 and 15, you will need to create 3 lines: 1 for a quantity of 5, one for a quantity of 10 and one for a quantity of 15.

Fill in the procurement terms and conditions

On a product sheet, it is necessary to distinguish between "Method of supply" and "Default method of supply on sales orders". The first is the default replenishment method, i.e. the method to be used in the event of insufficient stock. For example, the product in question may be purchased or produced. The second is the default procurement method for the product in the case of a sales order.

Define units for stock, sale and purchase

Configuration To manage the different units you must first activate the option "Manage purchasing units on products".

The product sheet allows you to fill in different storage, sales and purchasing units, knowing that the system will automatically manage the conversion. For this purpose, configurations are required. First create units within the general data of "Application Config" and then configure the conversion calculations in the corresponding menu entry.

Alerte To be able to fill in purchasing units, the product must be purchasable (checkbox of the same name).

Automatically translate the title and description

At the level of the product label and description, the "Flag" icon allows you to enter one or more translations. Enter the desired translation manually. To enter the destination language, use the code you chose when creating the language in the general data. Translation in the system and on documents (quotes, invoices, etc.) will be done automatically when you change the language at the level of the user’s preferences.

Manage product variants

Configuration To manage variants, you must first activate the corresponding option in the application configurations of the Base module.

Once the option is activated, a "Variants" tab is added to the product sheet. You can then define different variable attributes, such as colors. Then generate the product variants. The "Product Price Caps" button allows you to update the mass prices.

Internal purchase requests formalize the need to acquire a product or service that is sent to a company’s purchasing department, which will accept or reject the request and then purchase the requested equipment.

Create an internal purchase request

Purchasing > Internal purchase requests

Supplier estimates

Purchasing > Supplier quotes

Create a supplier quote

Configuration The "Supplier consultation management" option in Application configuration > Device management > Purchasing must be activated beforehand.

Supplier consultations are created from the "Supplier quotation" menu entry. First you need to choose a reference supplier, and then add products. In the "Supplier order management" tab, you can then…​.. The principle is the same as for customer quotes. Once the estimate is completed and saved, it is in draft status. You must then finalize it by changing it to the status "Requested". This indicates that you have requested a quotation from the supplier.

Quotation requests can be made from a draft quotation or purchase order, line by line or for the entire order using the "Generate all supplier requests" button in the "Supplier order management" tab.

Alerte You must choose a supplier who sells the product(s) you wish to purchase. When selecting your supplier, certain information is included, such as the billing address. You will notice that this information can still be modified manually.

The "Purchase order" box must be ticked if the current order is the initial order. If there is already a parent order, enter it in the "Initial Cmde" field.
With each new version created, the previous version is automatically archived in the "Documents" module and can then be consulted at any time.
Always fill in the "Supplier" field. You can change the selected supplier later on.

Create a title line

In a quotation line, the "Title" type allows you to transform the command line into a title line.

Validate a quotation request

Once the request is generated, suppliers can respond to it on the supplier portal. Once all requests have been processed, a supplier will be selected. It is then possible, if this operation is carried out on several order lines, to automatically generate a purchase order for each selected supplier using the "Generate supplier orders" button.

A system user can also manually manage these requests in the event that exchanges with the supplier take place outside the system, for example by email.

Supplier portal

Manage quotation versions

Configuration You must first activate the "Manage versions for supplier orders" option in the application configurations of the Purchasing module.

Quotations and supplier orders have a version number. It is possible for a quotation in the requested state to change it back to the draft state and increment the version number by pressing the "New version" button.

Merge supplier quotes

From the Order List view, you can merge quotes in draft status by clicking on the "Merge Quotes" button. A new view then opens in which you can select the commands you want to merge. Then click on the "Merge into a single supplier cm" button to create a new single quote.

Sending by e-mail

You can send a quote or an order by email directly from the application. On a quotation or order, simply click on "Send email" (button "Tools").

From the quotation / order list view you can send by email by clicking on the envelope icon.

Define printing parameters

Application configuration > App management > Purchasing > Purchasing configuration > Purchasing configuration > Company

Various printing parameters can be configured from here, such as the display of the supplier code or tax details. You can also define a text to be displayed on supplier orders that will appear on prints. You can also "Display the buyer on the printout": this corresponds to the connected user who created the quote.

Application configuration > Users/Companies > Companies > Edit > "Configurations" tab - Here you can set the header and footer of the printouts of your various documents such as orders, invoices…​

Consult the history

Purchasing > History

From this menu entry, you have access to completed orders as well as cancelled orders/quotes.

From the Quotation/Order List view, use the "Ctrl" key to select the quotes you want to print, then click on "Reports" and print.

Find a quote from a purchased product

From the List view, you can add a filter to find a quote for a particular product. Select the "Product Name" as the filter, then choose "Contains" and enter the product name. By clicking on "Apply", you will see all the quotes containing this product.

Assign a sales representative or team to a quotation

On a quotation/order, you can, in the "Follow-up quotation" panel, assign a sales representative and/or a sales team to the order.

Indicate a supplier reference on purchasing documents

If you indicate a supplier reference in the right panel, on an quotation/order this will automatically appear on the invoice(s) issued and will remain manually editable at any time.

Make a capital purchase

When placing a supplier order, on each product line, in the "Information" tab you can activate the "Fixed asset" option. This automatically generates the corresponding asset accounting entry.

Cancel a quote

You can cancel a supplier quote using the "Cancel" button.

Alerte Once a quotation has been confirmed on order, it can no longer be cancelled.

Supplier orders

Purchasing > Supplier orders

To place an estimate on order

When a quote is in finalized status, you can transform it into an order by clicking on the "Confirm Order" button.

Generate a control invoice from a supplier order

Configuration The option "Generate invoice for Quotations/Supplier account" in Application configuration > App management > Supply chain must be activated beforehand.

From an order with the status "Order confirmed", you can generate a control invoice by clicking on the corresponding button.

Generate a receipt form from a supplier order

From an order with the status "Order confirmed", you can generate the receipt slip by clicking on the button "Generate BR".

Configuration It is possible to automate the generation of a BR by activating the option "Generate BRs automatically" Application configuration > App management > Supply chain.

In the application configurations of the "Stock" module, by company code, you can define a default stock location for supplier receipts. However, as long as your BR is not scheduled, the default stock location can still be changed manually.

Manage the budget distribution of purchase orders

It is possible to post an entire order to a budget from the "Budget Distribution" tab of a quotation or to post line by line to the "Budget" tab. The budget will then be deducted from the corresponding amount (see Accounting Module).

Manage cadenced orders

This involves dividing the delivery of an order into several clocked BRs.

When you create a quote, on each quote line (tab "Delivery") you must add an estimated date of receipt. After the validation of the order, when the BR is generated, you will have as many BRs as estimated receipt dates, each of which must be completed when they expire.

If the estimated date of receipt is entered on the quotation directly in the "Delivery" tab, all quotation lines will include this date, even if the dates were entered line by line after the quotation. Once the order has been confirmed, the dates can no longer be modified within the order but will remain so at the BR level.

Multiple products (transport)

Perform a quality control on BR

You can create an internal stock location dedicated to quality control through which your goods purchased from your suppliers will transit for quality control before reaching its storage location.

Prices and currencies

Manage prices in HT or TTC

Application configuration > App management > Purchasing > Configuration > Company > Edit

It is possible to choose in the basic configurations between a price always in H.T., always in T.T.C., by default in H.T. and by default in T.T.C. The choices "by default in H.T." and "by default in T.T.C." allow the possibility to modify the type of price applied on a case by case basis (via a checkbox). For each company in the purchasing configurations it is possible to choose a management type for quotes and supplier orders. These options have an impact on the calculation of the total number of orders (which will therefore be in H.T. or T.T.C.).

Alerte For the management in TTC it will be necessary to select the applicable taxes on the different product lines.

You can also define the default price type on the product sheets in the Base application configurations using the "Products in TTC/HT" field.

Create and manage a price list

Purchasing > Configuration > Price list

Price lists are used to manage unit price changes for a product or set of products.

These lists are applicable to the choice at the time of order according to the conditions negotiated with the supplier and make it possible to manage framework contracts. The price lists are accessible in the configurations through the "Price lists" menu. When you create a price list, it is automatically active but can be disabled by unchecking the "Active" box.

You can also decide to apply discounts only on products or product categories. If a systematic discount is already applied on all products, and you define a different discount for a particular product, the discount of the product or product category will be taken into account.

Alerte To be visible on quotations/orders, price lists must be included in the third-party price lists explained below.

It is also possible to apply a price supplement by selecting the type "Overload" in the content of the price list.

Create and manage a price list for third parties

Purchasing > Configuration > Price list for third parties

On a third party price list you will be able to select the price lists that have been created. They will then appear in the "Price List" field on your quotes and you can select the one you want.

If you want to make a price list exclusive to a single supplier, you must check the "Exclusive" box.

Alerte This price list will only be applicable to this supplier, you will not be able to select it when you make a quote with other suppliers.

If you want all your price lists to be selectable on all quotes for all customers, you can create a single third party price list and select all your price lists from it.

Other functionalities

Define payment methods and payment terms

Purchasing > Suppliers

The payment methods and payment conditions can be defined for each third party. They are then configured on the third party’s form, in the invoicing/payment tab. It is also possible to create quotation/order templates by specifying default payment methods and conditions.