Purchase Management Modules
Purchase order documents and reports can also be prepared for these materials or services. Similarly, shipments for oversea purchases can be tracked, and inventory, delivery, invoice and vendor analysis related to purchase orders can be performed.
PURCHASE RECOMMENDATIONS
Purchase Management module has a structure integrated to the other modules in the system. With the Material Requirements Planning module, a purchase request can be created with the most suitable order time and amount. In this process, parameters such as delivery times, time of purchase and purchase of goods as well as a deadline based on needs are taken into consideration. Changes can be made to the resulting purchase requests, if desired, before creating the order. In addition, high priority requests can be defined over the system according to the purchase time and other parameters. Then, these purchase requests resulting from Material Requirements Planning can be converted to purchase orders through the application and the purchase process can be initiated.
TRANSPARENT VENDOR INFORMATION
In every order, vendor with the most suitable cost should be decided by taking (the deadlines) into account the deadlines (word order/ better to place it in the middle). The module lists the options that benefit the buyer by directly comparing the purchase information available in the system. In doing so, the module incorporates data such as delivery times, surcharges, discounts, scale prices, delivery and shipping conditions, based on contracts and purchase offers. In this way, purchase orders can be created according to (in line with) different criterias (criteria) such as the lowest price or the shortest delivery time.
TRACE-ABILITY AND EFFICIENCY
In the Purchase Management module, it is possible to associate purchase requests with various information such as accounts, customers, projects, production orders, fixture information or cost centers. This association, which is established in the purchase request, is transferred to the order document when the request is converted into the order. In addition, a one-to-one connection can be established for multiple projects, production orders, fixtures or cost centers if desired. Users can also manage transportation stages with this module. Many comprehensive functions from a simple order confirmation to the location tracking of the transportation stages of the order are offered in this module. In addition, the Purchase Management module creates a purchase request or purchase order for a material with Material Recommendations application, and it recommends the other materials to be purchased together with the material. Thus, companies can realize a more efficient and advantageous purchasing process.
ALL THE SUBTLETIES OF PURCHASE
In addition to the purchase of the materials with inventory receipts, the purchase of the maintenance’s and services without inventory receipts can be initiated, and the procurement processes can be managed in this module. In addition, the procurement process of materials supplied externally for production can be operated with the external operations concept. The dynamic printing feature in the Purchase Management module allows the users to define various dynamic printing conditions based on document type or vendor. Users can print documents with any of these defined conditions. Thus, a document can be converted into a printout in different ways.
In this module, purchase items can be allocated to other transactions in the system with reservation and other transactions in the system can be made available for external sub-parts. A bid can be opened for specific materials on the module; In the opened bids, the vendors can be asked questions to determine the most suitable vendor for the procurement process. After the returned responses are processed into the system, the vendor that won can be determined. Features such as additional fees and discounts at document and item level, creation of different invoices and buyers, and integration into the Document Management module are among the advantages of the module.
PROCESS MANAGEMENT
In an environment where the competition and cost pressures on the companies constantly increase, the Purchase Management module systematically enables more effective vendor management, accelerate the processes and achieve more economic results. The module, fully integrated to the system, takes (all the parameters – better to place it here) into account all the parameters that are important for procurement throughout the process and contributes to increasing savings as well as transparency.
INTEGRATION
The Purchase Management module works in an integrated manner with many modules in the system to ensure an effective purchase process. With the Inventory Management module integration, receipt of purchased materials into the inventory takes place directly with the purchase document. The stock receipt status of the order can be tracked through purchase applications. Integration with the Invoice Verification module allows order documents to be matched to invoices and the invoice receipt status of the order to be monitored.
Automated purchase requests can be created for materials with critical stock with Material Requirement Planning module integration. Integration with the Production Management module enables external purchases. Integrated with the Sales Management module, this module can create an automatic purchase request or purchase order for the Buy and Sell orders. Integration with the Budget Management module helps to easily check if there is sufficient budget when creating a purchase requisition or purchase order. With the integration of the Import Management module, the purchase orders can be added directly to the declarations and the foreign purchasing operations can be carried out in an integrated manner with this module.
FEATURES OVERVIEW
• Request Management
• Bid Management
• Agreement Management
• Order Management
• Piece-by-Piece Order
• Create an order from agreements
• Centrally creating a purchase agreement
• Vendor recommendation during creating a purchase order from requests
• Bid management
• History tracking for purchase documents’ management
• Archiving documents in Document Management module
• Automatic purchase requisition after Material Requirements Planning
• Description texts for documents and items
• Sending orders by email
• Flexible price list and contract management
• Price comparison based on order quantity
• Confirmation mechanism
• In-system Electronic Data Interchange module connection
• Tolerance management
• Payment plans
• Additional cost (transport, insurance, customs, packaging) consideration
• Goods receipt control
• Viewing purchase development
• Create user document constraints
• Dynamic print management
• Cost Center distribution
• Material Suggestion application
Incoming voices are saved to (in) the system through this module. In addition, return, difference, cost, service and exchange rate invoices can be created in this module. The Invoice Verification module ensures that the information on invoices is transferred to the Financial Accounting module for consistency in information on purchase orders and inventory transactions. The price comparison of invoices, price difference control and purchasing statistics can be analyzed through various reports within the module.
INVOICE VERIFICATION INTEGRATED TO THE FOUNDATION OF ORDERS
When a purchase process is initiated, a purchase order is created in the Purchase Management module and the goods receipt is saved in the Inventory Management module. A reference should be made to these purchase documents in order to carry out the integrated invoice verification. In Invoice Verification module, users can easily search the purchase order or goods receipt using the relevant criteria such as vendor number, purchase order number and date. Here, the prices from purchase orders and quantities from goods receipts (and, if applicable, with refund correction) can be found. Whether the current invoice is correct in terms of quantity, price and conditions is automatically checked on the system. Value invoices for purchase orders without inventory receipt can also be generated and their quantities can be checked.
If inconsistencies are identified during invoice verification, the reason for the inconsistency should be clarified and, if necessary, the invoice should be reorganized. Such invoices with deviations are ‘suspended’ in the system just like pre-registered but not yet completed invoice verification documents and their transfer to Financial Accounting module is blocked. When the differences are sorted, these invoices can be registered and transferred to the relevant modules. This can be done manually or automatically in bulk for each document. e-Invoice and e-Archive return documents can be created via the application as well. Incoming e-Invoice and e-Archive documents can be automatically saved into the system and invoice verification can be done for them too.
MANUAL INVOICE VERIFICATION
In the Invoice Verification module, invoices for certain types of costs can also be saved manually without any order reference. For this, the data in the invoice must be entered manually in the system. Data such as financial accounting account and cost center are saved in the invoice item while information such as document date and payment terms are stored in the invoice header. Verification of manually saved invoices is carried out in a similar way to invoice verification based on order.
RETURN AND COST INVOICES
If the goods delivered are returned to the vendors in full or in part, a return invoice may be generated with reference to the order invoice. Additional costs, such as transport and packaging, can be directly assigned to the relevant invoice items or distributed in proportion to the value or amount of the items.
EVALUATIONS
All information in the module can be used for price development, price comparison and price analysis.
INTEGRATION
One of the biggest advantages of the ERP system is its high level of integration. Successful integration allows the Invoice Verification module to easily access data from modules such as Purchase Management and Inventory Management.
With the registration of the incoming invoice, the vendor account in the Financial Accounting module creates an open item and the vendor account is credited. With this module, users can associate invoice items with any project, account number, cost center, fixed asset number (fixture), customer, production order or sales order. When the users perform the association process with a fixed asset number, the valuation calculations are directly assigned to the related fixed asset and the invoice is transferred to the Asset Management module after the accounting process. Likewise, if users perform the association operation with a cost account number, the invoice is transferred to the Cost Center Accounting module.
For invoices that are validated with foreign currency, if there are price differences depending on the exchange after the matching in Financial Accounting module, exchange difference invoices can be created in this invoice control module. In such invoices, an average exchange rate can be brought to the invoice by taking into account the existing Forward contracts in the Financial Accounting module. Information related to the accounting of an invoice is transferred to the Base Data Management module as well. Thus, the final purchase price of the relevant product is updated on the material card and included in the calculation of the moving weighted average price.
The Invoice Verification module is also linked to the vendor assessment under quality assurance. Through the integration of the module to the Quality Management module, quality assurance processes such as rework and returns are also taken into account. The module also works integrated with Import Management, Sales Management and Service Management modules.
FEATURES REVIEW
● Invoices linked to order or goods receipt
● Manual invoices
● Value and amount based invoices
● Cost invoices
● Contract process invoices
● Difference and return invoices
● Partial invoices, batch invoices and invoices in foreign currency
● Automatic comparison between purchase price and invoice price, and automatic comparison between the quantity of goods receipt and the amount of invoice
● Accounting suspension for invoices until fully processed
● Easily transfer invoice data to the Financial Accounting module (Manual or automatically and in bulk)
● Associating with cost centers and cost units
● Distributing additional costs
● Cost update in the material card
● Dynamic printing
● e-Invoice, e-Archive integration
With the Import Management module, which is integrated into all purchase and invoice verification processes on the system, companies can: manage import declarations, track Harmonized Code, calculate FOB according the way of delivery of imports, total overseas cost in customs procedures, customs tax, customs duty and VAT in advance.
The foreign exchange closing of the import documents can also be done with this module. In addition, companies can easily manage import payment transactions and easily transfer these payments to the Financial Accounting module for accounting transactions through this module.
ADDITIONAL COST CALCULATIONS
With the Import Management module, users can define the shipping, insurance, customs, packaging and extra cost information and add these costs to the declaration amount. Users can also view other planned costs in the purchase documents through successful integration of the module with the Purchase Management module.
INVOICE TRACKING
With this module, users can view the actual goods invoices and cost invoices associated with the relevant document within the import document. In addition, the module can optionally display the invoice in detail based on the item or based on invoice. If the invoice matches an import document in the Invoice Verification module, it is displayed as Related Invoice Item. If the invoice does not match an import document in the Invoice Verification module, it will be displayed as Invoice Item.
STAGE TRACKING FEATURE
With the stage tracking feature in the module, users can monitor the stage of the products in the import process. (e.g. in transit, customs, warehouse, etc.) In addition, information on the loading station, the estimated time of arrival from the counter customs, the estimated time of arrival to the customs and the delivery date to the carrier can also be viewed via the feature. Meanwhile, records such as Material Stage Statistics and Order Item Statistics can be kept as well. With the loading types check table, a separate formula can be defined for each loading type in the system. Thus, the total amount of the documents can be calculated according to the formula given for the selected loading type.
ESTIMATED CUSTOMS TAX
The Import Management module allows import items to be grouped based on the Harmonized Codes. In this way, the predicted total can be calculated by multiplying the estimated weights of the grouped items and the surveillance taxes. These values, which are compared with the total of the items, are associated with extra domestic and foreign expenses and the amount of customs duty to be paid is calculated and presented to the user.
IMPORT PAYMENTS
Import payment transactions are carried out on based on declarations in the module. Payment transactions can be made according to different exchange rates. Bank and bank cost information, commission, cost and discount information, if any, can be entered during payment. It is also possible to perform accounting for payments through the module.
INTEGRATION
The Import Management module works integrated with the Purchasing Management module. The import document is created by copying the purchase items. During this copying process, the consistency of the data in the import certificate and purchase certificate can be checked with the support document types of import documents.
Import Management is also integrated with the Invoice Control module. When calculating the import declaration amount, invoices for orders associated with the declaration are taken into account in the Invoice Verification module. The payment transactions of the declarations created in the Import Management module are transferred to the Financial Accounting module and their accuracy is confirmed there. Thanks to the integration of the module with the Document Management module, users can add the necessary files for import documents, view, modify or download them later. This module is also integrated with the Export Management module. Export returns are processed in the Import Management module and import returns are processed in the Export Management module.
FEATURES OVERVIEW
Declaration management
• Associate declarations with letters of credit
• Company-specific calculation of declarations
• Customs documents
• Harmonized Code tracking
• Stage tracking
• Stage statistics
• File cost analysis
• Additional cost calculations
• Invoice tracking
• Import document flow report
• External billing
• Letter of credit management
• Add-on management
• Bank information
• Foreign exchange
• Estimated total customs duty calculation
• Import expense report
• Expenditure monitoring
• Import incentive report
REFERENCES
