EX*IN*CO Systems
Purchasing Control System
The Purchasing Control System provides the means to reduce inventory investment and ordering costs. Because of the direct interface to the Inventory Management System, a buyer can determine future inventory requirements in a timely way. The system responds to changing buying requirements whether they are for routine inventory replenishment based upon maintaining inventory levels or purchases for special customer orders. Since cost changes can be recorded immediately, expected impact on profit can be anticipated in advance and appropriately controlled. Purchasing costs can be optimized by knowing all items that could be bought from a given vendor. This provides the opportunity to lower cost of goods by reducing freight costs, gaining volume buying discounts, and better predicting the timing of purchases aids in knowing what has been bought from whom, what was paid, and in what quantities. Trends of prices are thus known to the buyer, further aiding timely buying decisions and lowering costs. 

System Features

  • System store all items bought from all suppliers or selected suppliers (a user option). 
  • A worksheet can be printed by individual supplier, showing all items and prices that could be bought from them. This is a useful working document for the buyer preparing a purchase order. 
  • All open purchase orders are tracked and show order date and due date. 
  • All purchase orders can be maintained and/or changed by line item. 
  • A receiving authorization control form can be produced for all purchase orders showing all quantities and items incoming. This insures accurate receiving. 
  • Receipt of partial shipments is allowed. 
  • Cost changes can be posted during receiving (if invoice present) or separately when invoice arrives from vendor. 
  • System produces both internal purchase order and formal purchase order to supplier as needed. 
  • System may provide cross-reference capability to alternate suppliers. 
Audit Features
  • Purchase order entry and maintenance verifies vendor information, inventory description, and pricing on-line. 
  • Receiving entry verifies correct purchase order items to prevent error. 
  • The receiving authorization shows receiving personnel what they are allowed to receive and when approximate arrival time can be anticipated. 
  • Cost changes are auditable at time of receiving on the terminal and then printed on a report. 
  • Receiving report provides a final audit trail of all purchases received into inventory. 
Inquiries
  • Item Inquiry - Shows all outstanding orders for that item. 
  • Open Purchase Order Inquiry - Shows all items on a purchase order. 
  • Purchase History Inquiry - Shows prices and dates of previous buys of a given inventory item. (Also see Item inquiry in Inventory Management System.) 
Reports
  • Inventory Ordering Review Report - Shows by vendor, all item sales velocity statistics and lead times. 
  • Selected Vendor Purchasing Worksheet - Shows all information a buyer needs to selectively order and negotiate a purchase. 
  • Open Purchase Order Report 
  • Inventory Cost Change Report - Shows new price, old price, and net change per unit. 
  • Vendor Name and Address List 
  • Receiving Report - Shows all items received since last report. 
  • Hot List - Shows items in critical need of ordering attention.