provides greater functionality than vendor
'shopping cart' programs and has reduced
internal processing cost."
Employees can products from a multi-vendor Core Items list and forward
their requests for approval and processing.
Once received and approved by the Purchasing
Department, requisitions are
converted into Purchase Orders and sent to vendors by cXML, e-mail, or Fax,
depending upon each vendor's ordering protocol.
of products can be limited to 'authorized' Items, or entire
vendor catalog databases;
Requests are first approved / modified and
to vendors as Purchase Orders, or sent
to a Stock Room, for product release.
transaction data is recorded in the system's History
file, showing cost center and General Ledger
- Vendor Management Setup controls can be
used to establish multiple ongoing transactions, or be used to
buy unique products from a vendor with a one-time Purchase Order
To close a purchasing cycle, products are marked 'received' at the
Cost Center by the individual who initiated the order. As an
alternative, products can also be marked 'received' by the
Purchasing Department on behalf of the Cost Center.
orders, or edited for partial delivery. Items can be
identified for return, credit, or shown on back order;
is available on line for review by the Cost
Center, Purchasing Department or the Accounts
Payable Department, to verify the accuracy of
The accurate payment of vendor invoices is supported through the use
of custom designed reports, as prescribed by individual client
Accounts Payable systems.
are displayed in spreadsheet format
Accounts Payable staff to obtain credits prior to vendor payment;
Transaction data can be downloaded
to spreadsheets that including the buyer's Purchase Order, the vendor's packing slip,
invoice data, products ordered, products received, items returned for credit, or
items that are on back order.
Cost Center budgets can be monitored and controlled by
setting projected budget goals in comparison to actual expenditure amounts.
can be set and monitored on a G/L
basis by vendor, item, or individual spend responsibility;
- Expenditures can be viewed on a
rolling basis, with
year to date detail showing remaining funds availability.
All transaction data can be viewed online, or downloaded to
Custom reports can be created
and sent to designated financial management personnel,
or sent directly to
Payable department for reconciliation;
Transaction History is archived for 7
year rolling time periods, exceeding the records retention
requirements of the Financial Managers Society.