Application Overview

The eCMS Purchasing Application allows for complete control over material orders, delivery, committed costs, inventory items and balances. In addition, the application's receiving function will help your company accurately account for all materials received. Updates of perpetual inventory and received/un-invoiced records in the Accounts Payable application can also be monitored. With these safeguards you can easily eliminate duplicate invoice payments and control cost overruns.

The Purchasing application's on-line purchase control regulates invoice, receiver, and purchase order matching. To improve cash flow and control pilferage, materials are scheduled to arrive when required - rather than arriving weeks or even months ahead of time.

Purchasing Benefits

Controlling Purchases
Purchase orders and change orders can be entered on-line within the purchasing system so users can easily check the status of both open and closed purchase orders. These orders can be written with multiple line items, ship dates, and quantities per item. Materials can be ordered by entering quantity and unit cost, as well as the ability to place lot and dollar purchase orders. In addition, special instructions for each line item can be included. Purchase orders that require changes may be reprinted at any time.

Comprehensive Management Reports
Control cost and inventory fluctuations are easily tracked through the Purchasing application's management reports. View the status of purchase orders, based on a variety of user-definable parameters, including vendor, job, part number, or item class. For more conclusive results, receipts can be viewed by PO line item or invoice once entered.

Controlling Material Receipts
Purchasing and inventory records are updated immediately to provide an accurate account of inventory and current job costing information. When shipments arrive, material can be logged from a purchase order receiving document as a committed cost or actual cost, without the need to wait for a vendor invoice. If needed, the ability to reclassify the job cost coding can be performed during the receiving process.

Controlling Invoice Payments
When vendor invoices are received, the purchased quantities entered from the receiving documents are selected and approved for entry into Accounts Payable. To assist in this process, a report of received, but not invoiced items is available by vendor and purchase order. Furthermore, in order to eliminate duplicate invoice payments, only items that have been received on purchase orders can be selected to be added to Accounts Payable, and that item can only be selected once.

Material Requisitions
To support purchasing, an optional Material Requisition system mirrors the purchase order without the execution of a purchase commitment. When the material requisition is created, the purchasing agent can override the selected vendor, requisition, or check on-hand inventories. After entry of the material requisition, vendor quotes can be solicited from multiple vendors for the same hem. After updating the vendor quotes, the system generates reports reflecting the low to high quotes on an item and vendor basis. The system can generate single or multiple purchase orders from a single requisition.