Inventory Purchasing
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Inventory purchasing is one of the most important functions your company will perform. With todays ever changing business environment stocking too much inventory can be detrimental to a companys well being. Balancing your customer needs with your current inventory levels can be a complex and difficult process. Our Inventory Purchasing System provides a completely integrated, full functioning purchasing system with the ability to enter and maintain vendor specific purchase orders. The system will generate purchase orders based on several different criteria helping you to maintain a constant level of inventory that turns regularly. The purchasing system fully integrates with the faxing, email, accounts payable and inventory control systems.
Purchase Order Scheduling
This system comes with an automated purchase order generation program that will give you complete control over the purchasing process. This program determines what product needs to be ordered by looking and the min and max information for each item. Time constraints are examined by using the lead and review times entered for each item. It will also take into consideration any backordered items when recommending what should be ordered. The system will provide an edit report showing all new purchase orders that will be created when the post procedure is ran.
Purchase Orders Processing
Creating and processing purchase orders should be both fast and easy. On this system purchase orders can be manually created in our P/O entry program or generated automatically by our scheduling program. Users can view current or prior sales history when deciding how much of a product to order. Once created the purchase order can be printed, faxed or emailed as many times as needed. The software comes with a standard 8ฝ X 11 purchase order form printed on blank paper. CSS can provide a custom purchase order form or overlay at an additional cost.
Inventory Receipts
Our inventory receipts process was designed to allow you the ability to receive your purchase orders quickly and efficiently. The system allows for rapid selection of any open purchase orders to be received. Product can be received in one full shipment or several partial receipts. Purchase orders can be closed when received in full or after any partial amount is received. The receipt program will handle any serialize inventory and add it to the fixed assets automatically. Edit reports can be printed to verify all receipts before posting.
Faxing, Emailing and Archiving
One of the best features of the inventory purchasing system is the ability to fully integrate with our other modules. Often times, important information such as purchase orders, suggested purchasing reports and other information needs to be quickly distributed to buyers, vendors or managers. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any report generated by the system. It will be sent as a PDF attachment. You may also fax reports without leaving your desk. The archive system will allow you to automatically save reports such as month end aging and check registers to a folder on your iSeries that can be backed up in your nightly save routine.
Additional Features of the Inv Purchasing Module top
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Inventory Purchasing System Requirements top
All CSS software is currently compatible with OS/400 V4R5M0 V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.
There are several features in our software that will not work on machines below V5R3M0. Some of these features include:
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Inventory Purchasing System Compatibility top
The Inventory Purchasing system is designed to integrate with several other modules. Clients wanting to interface this module with existing in-house systems can do so. Contact our office for more information.
The Inventory Purchasing module requires that you purchased the following modules:
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Optional modules you may want to consider:
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Here is a summary of how this module interfaces with our other modules:
| Accounts Receivable | This module does not interface with the purchasing system. |
| Accounts Payable | This module is required to use the purchasing system. |
| General Ledger | The general ledger transaction file will be updated with entries made from several programs within the I/P system. The system will create records in the GLTRX file. |
| Cash Reconciliation | This module does not interface with the purchasing system. |
| Fixed Assets | This module interfaces with the purchasing system and is required only if you want to have a serialized inventory system. |
| Payroll | This module does not interface with the purchasing system. |
| Human Resources | The I/P module does not interface with the human resources system. |
| Inventory Control | This module interfaces with the purchasing system and is required. |
| Order Entry | This module interfaces with the purchasing system. You must purchase I/P to use the O/E module. |
| Point of Sale | This module interfaces with the purchasing system. You must purchase I/P to use the POS module. |
| Manufacturing | This module interfaces with the purchasing system You must purchase I/P to use the M/N module. |
| Sales Analysis | The S/A module does interface with the purchasing system. |
| Faxing System | CSS has integrated our faxing software with the I/P module to allow faxing of any system generated reports. The faxing is outbound only and requires a dedicated phone line. |
| Email System | CSS has integrated our emailing software with the I/P module to allow emailing of any system generated reports. The document will be sent as a PDF attachment. This email system is for outbound emailing only. |
| Archiving System | Interfacing with this module will allow the ability to archive all I/P reports and postings to the Iseries IFS. |
Inventory Purchasing Menu1 Summary top
The Inventory Purchasing System has two menus. The first or main menu contains the most used programs. They include the Purchase Order Maintenance, P/O print and P/O inquiry. Also included on this menu is the P/O receipt and scheduling procedures. The following is a summary of each menu option available to the accounts payable user. You can find more detailed information for each option in our software users manuals.
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PURMENU1 Inventory Purchasing Select one of the following: 1. Purchase Order Maintenance 13. Enter P/O Receipts 2. Purchase Order Print 14. Print P/O Receipts 3. Purchase Order Print Post 15. Post P/O Receipts 4. 16. 5. Purchase Order Inquiry 17. Purchasing Scheduling Maint. 6. Purchase Order Inquiry -Ref No 18. Purchasing Scheduling Edit 7. 19. Purchasing Scheduling Post 8. Vendor Master Maintenance 20. 9. 21. Recalculate Min/Max Quantities 10. Inventory Master Maintenance 22. Inventory Reports 11. Inventory Location Maintenance 23. Purchasing Reports 12. Inventory Master Inquiry 24. Additional Purchasing Menu 30. Display A/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
I/P Menu 1 Option 1 Purchase Order Maintenance
This procedure is used to maintain open purchase orders within the system. Users can enter, update or delete any open purchase order from this program. User can also flag a purchase order to be printed. Before using this procedure for the first time, additional purchasing information such as the buyers, term codes, item master and ship codes must be setup. CSS offers a fax and email system that, if integrated with the purchasing system, will allow automated faxing or emailing of purchase orders.
I/P Menu 1 Option 2 Purchase Order Print
This procedure will print the purchase orders. Before a purchase order can be printed it must have been selected to print in the purchase order maintenance program. This program will allow selection by vendor, location or specific purchase order. Users can reprint the purchase orders as many times as needed without having to re-flag the purchase order for printing. CSS provides a paper 8ฝ X 11 standard purchase order form as part of the system. Custom forms can be provided for a nominal fee if requested.
I/P Menu 1 Option 3 Purchase Order Post
This procedure should be run after the purchase orders have been printed and verified. The program will update the P/O flag as printed. If user needs to reprint a purchase order after running this procedure it must be re-flagged in the purchase order maintenance program. This method of updating allows users to rerun batches of purchase orders several times without having to re-flag each one.
I/P Menu 1 Option 5 Purchase Order Inquiry
This program will allow viewing of any purchase order open or closed. Users can search all purchase orders to select one for viewing. Program will show all data relating to the purchase order including item detail and receiving information.
I/P Menu 1 Option 6 Purchase Order Inquiry Ref No
This program is similar to the purchase order inquiry, showing the same type of information except this program uses the reference number that is entered on each detail line on the purchase order as the key instead of the purchase order number. This allows user to see detail from several different purchase orders on the same screen.
I/P Menu 1 Option 8 Vendor Master Maintenance
This procedure allows entry, updating and deleting of vendors to be used in the purchase order system. Vendors must be setup before using the purchase order system.
I/P Menu 1 Option 10 Inventory Master Maintenance
This program will allow entry of all the inventory items you intend to track and purchase. While the purchase order system will allow non-system items to be purchased we recommend you enter each item in the inventory item master before using the purchasing program. Items can be entered, updated or deleted from this program. User will also enter the locations that this item is warehoused at. At lease one item location record must be setup for each item.
I/P Menu 1 Option 11 Inventory Location Maintenance
This procedure defines the inventory locations the system will use. Program allows entry, updating and deleting of the different inventory locations. This location normally represents different warehouses or plants. They can also be used for different locations within a single warehouse.
I/P Menu 1 Option 12 Inventory Master Inquiry
This procedure displays all information about an item. All sales, manufacturing, and purchase information are shown.
I/P Menu 1 Option 13 Enter P/O Receipts
This procedure will allow entry of received inventory against an open purchase order. Since the shipped amounts are not always the same amount as ordered, the software allows for multiple receipts for each detail line of a purchase order. A purchase order remains open until all inventories ordered are received, or each open line is flagged to close. User can close individual lines of a purchase order whether they have been received or not at any time.
I/P Menu 1 Option 14 Print P/O Receipts
This procedure will print an edit of all receipts entered in the entry program. The receipts do not affect the P/O or inventory until they are posted. If errors are found the user can correct them then rerun the edit. Edit can be ran as many times as needed before posting.
I/P Menu 1 Option 15 Post P/O Receipts
This procedure posts inventory receipts entered in the entry program. Before this option is used, the receipts edit should be printed and verified. This procedure will update the P/O with received quantities, add receipts to inventory, create detailed history records of the receipt and remove them from the on-order quantities. If a purchase order is received in full, it is moved to the history purchase order file.
I/P Menu 1 Option 17 Purchase Scheduling Maintenance
The purchase order schedule maintenance allows automatic creation of purchase orders.
I/P Menu 1 Option 18 Purchase Scheduling Edit
This procedure will print an edit report before creating the new purchase orders.
I/P Menu 1 Option 19 Purchase Scheduling Post
This procedure will actually create the purchase order and post them into the system.
I/P Menu 1 Option 21 Recalculate Min/Max Quantities
This procedure allows updating of the minimum and maximum quantities for the item record. Selections can be made by vendor, category or item.
I/P Menu 1 Option 22 Inventory Reports
This option allows access to the inventory report menu.
I/P Menu 1 Option 23 Purchasing Reports
This option allows access to the purchasing report menu.
I/P Menu 1 Option 24 Additional Purchasing Menu
This option will take you to the second purchasing menu.
Inventory Purchasing Menu 2 Summary top
This is the second Inventory Purchasing menu. It contains the least used maintenance programs. You may also run the system reports from this menu. Here is an example of the menu followed by a summary of each menu option:
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PURMENU2 Inventory Purchasing Select one of the following: 1. P/O Schedule Maintenance 13. Reprint Receipts Post 2. P/O Quotation Worksheet 14. Reprint Scheduling Post 3. P/O Worksheet Entry 15. 4. 16. 5. P/O Ship Code Maintenance 17. 6. Buyer Maintenance 18. 7. 19. 8. 20. 9. 21. 10. 22. 11. 23. Purchasing Reports 12. Purchasing Parameters 24. 30. Display A/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
I/P Menu 2 Option 1 P/O Schedule Maintenance
The purchase order schedule maintenance allows changes to be made to the acknowledge dates on any purchase order.
I/P Menu 2 Option 2 P/O Quotation Worksheet
This program generates a report to send to a vendor to get a quote on several items you want to purchase.
I/P Menu 2 Option 3 P/O Worksheet Entry
This program will produce a list of item sales history for multiple items to aid in purchasing decisions.
I/P Menu 2 Option 5 P/O Ship Code Maintenance
This procedure will allow entry, updating and deleting of the purchase order ship codes. These codes are used in the purchase order maintenance to assign the appropriate shipping method for the purchase order. A blank ship code can be setup as a default. At least one must be entered. Ship code description will print on the purchase order header.
I/P Menu 2 Option 6 Buyers Maintenance
This procedure will allow entry and maintenance of buyer codes. These codes are used to track the person who buys the inventory. They are required on each purchase order in the purchase order maintenance. If the user chooses not to require a buyer to be entered on the purchase order, a blank buyer can be entered as a default.
I/P Menu 2 Option 12 Purchasing Parameters
This option will allow setup of the purchasing system parameters. You must enter the information if applicable before you may begin creating purchase orders.
I/P Menu 2 Option 13 Reprint Receipts Post
This option will allow you to reprint posted inventory receipts. This can be used to replace or duplicate receipt postings.
I/P Menu 2 Option 14 Reprint Scheduling Post
This option will allow you to reprint scheduling postings. This can be used to replace or duplicate a scheduling post or range of postings.
I/P Menu 2 Option 23 Purchasing Reports
This option will take you to the purchasing reports menu.