PURCHASE ORDERS
Innovative Software Solutions for small to Mid-sized Hard Goods Distributors

With ProTrac®'s purchase orders module, the whole process of purchasing becomes fast, easy and accurate. You have all the information you need at your fingertips to assist you in purchasing the right inventory, in optimal quantities and at the right time.

Automatic or manual P.O. generation, ordering by vendor's stock numbers, suggested re-stocking levels, optional calculation of re-order points, drop shipment capabilities…
These are just a few of the powerful features that you will gain with the use of this module…

Powerful features of this module…

DETAILED FEATURES OF THE PURCHASE ORDERS MODULE

• Automatic or manual purchase order generation
• Back order fulfillment
• Bar code receiving
• Browsing & search screen: By Purchase Order, item, or vendor
• Centralized purchasing: For multiple locations
• Cost of goods received information
• Drop shipment capability
• Easy purchase order editing
• Multi-location display
• Order by vendor, product line or item number
• Optional calculation of re-order points
• Purchase order lookup: Both open and closed with item detail
• Purchase order and pricing history
• Purchase order report: Includes vendor information with fax number. Among other fields, will print OEM, UPC codes, and serial # for every item
• Serial # receiving
• Suggested restocking levels
• Trial purchase order option: Allows you to put in the following options:
  1. Current period (current previous 13 weeks)
  2. Last period (prior 13 weeks to current period)
  3. Any date range to calculate sales history
• Vendor record screens (3 screens): Among other fields included are:
  • Minimum order amount
• Purchase order notes
• Default SCAC (standard carrier alpha code)
• Minimum dollar amount for freight
• Minimum weight for freight
• Vendor record flexible fields: Vendor records have user-defined fields. The user, through a system utility, can also rename the names of these fields
• Contact information
• Drop ship: Allows this option when the customer field is populated
• Job No: Related to customer record, to be used when materials are ordered for a specific job
• Terms: Allows you to change terms field on this screen
• Detail information: See item status on the fly like quantity on hand, prices, etc.
• Costs: Choice of multiple costs fields per item
• Item history browse: Allows you to see all other purchase orders where this item has been previously purchased
• Purchase order browse: Allows you to view open and closed purchase orders
• Primary or secondary vendors: Order by each or by a combination of both. Easy lookup to all vendors available
• Invoice or sales history: (By item) allows user to see what was sold for proper and informed ordering
• Note lines: Can be entered by item number. They also display on purchase order report
• Quotes: User can change vendor header screen before generating a purchase order
• Selection criteria for order can include any of the following: Minimum quantities, maximum quantities, order guide, standard pack, and quantity on hand, popularity code, or last cost
• Shipping fields for header: Ship via, terms, ship ins., confirm #, etc.
  

Receiving a Purchase Order

• A/P vendor invoice reconciliation: Can update costs at quantity on hand posting or can update costs when A/P invoice is entered
• Backorders: View back orders only option, separates back orders on report
• Completed purchase order detail storage and tracking
• Time savings-entry screen: With features like filling in vendor back order quantities automatically when goods didn't arrive
• History search button
• Item search abilities
• Multi-store search
• Posting: Automatic posting and updating inventory fields one keystroke or mouse-click
• Receive by exception: Make adjustments to the purchase order for just the exceptions and receive the purchase order just by clicking the "receive" button
• Receiving report: Great edit (checks and balances) tool - among other fields, shows customer backorder quantities along with bin quantities and locations
• Serial number receiving
• Weights displayed by item
• Manifest receiving: For long lead times or overseas receiving
• Transfer receiving (between multiple locations)

Back Order Integration with A/P & G/L

• Purchase order receipts posting: After posting a purchase order and updating quantities on hand and for each item, the Inventory (debit) and the un-invoiced Inventory (credit) G/L accounts are automatically updated. Accruals at work!
• A/P posting: After posting vendor invoices receipts G/L is automatically adjusted again