Purchasing Module
WHAT IT DOES FOR YOU
The Purchasing and Inventory component is
designed to completely manage your purchasing and
inventory needs. The system will track inventory and
non-inventory purchasing, inventory levels, and issue
of stock to departments. The component does all
updates real time, providing current information stock
levels and General Ledger encumbrance balances. In
addition you can:
• Define your own purchase order forms including
logos, text, boxes and other graphical elements.
• Create your own activity and receipt reports.
• Quickly review the status of any stock item. Each
stock item has real time views of purchasing and
issue history.
• Automatic interface of inventory receiving into
your accounts payable system.
HOW IT WORKS
As orders are received stock levels are automatically
increased and available for issue. As stock is issued
stock levels are automatically decreased. Stock issues
also record where the issues are to be expensed.
Stock levels can be quickly reviewed for all inventory items
OTHER FEATURES
Other features include:
• Full security system to control access to
sensitive customer information
• Integrated with Requisition Management module
• Multi-user access
• Choice of receiving entry combined with bill entry
or separate receiving entry screen
• Provide department-based security to limit entry
and viewing of purchase orders
COMPONENT INTEGRATION
The Purchasing and Inventory module is integrated with
the following modules in the AccuFund Accounting Suite:
• General Ledger - All purchase orders are posted to
the general Ledger as encumbrance entries for
reporting, giving organization managers a complete
look at existing department or project commitments.
• Accounts Payable - The Purchasing component
automatically interfaces with Accounts Payable for
bill payment. There is no re-entry of information.
Depending on configuration choices for receiving, the
receiving may be done as part of bill entry, or a
separate receiving function may be utilized.
• Requisition Management - The requisition system
may serve as a front end for multi-level approval of
requisitions which are then automatically available in
Purchasing for consolidation and ordering purposes.
When requisitions convert to purchase orders, the
status is automatically written back to the requisition
records included.
• Inventory - For stock items, inventory level and cost
of goods is automatically updated from the purchasing
process. On-order and on-hand levels are updated as
items on purchase orders are ordered and received.
COMPONENT AVAILABILITY
The Purchasing and Inventory module is available as a
component of the AccuFund Accounting Suite or may be
purchased as a stand-alone system with integration
capabilities with other accounting systems at the General
Ledger level for encumbrance reporting and with Accounts
Payable for automated AP invoice creation.
STANDARD TEMPLATES PROVIDED
• Purchase order document
• Purchase order status report
• Purchase order aging
• Receiving document
• Receiving report
• Inventory document
• Inventory status report
