| e-Financial Apps. Purchase aims at making available the required materials of the right quality, in the right quantity, at the right time and at the right price, for the smooth functioning of the organization. All purchasing and subcontracting activities such as inviting quotations, supplier evaluation, placing purchase order, order scheduling and billing are covered in this module. Order tracking is made easy for the purchase department by the various reports and MIS that are available in e-Financial Apps. Purchase. Import of goods is also handled by the system. e-Financial Apps. Purchase is integrated with Inventory, Finance & Production Planning. |
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| Features & Highlights |
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Highly parameterized - to reduce data entry |
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Streamlines purchase and process cycles |
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Detailed Supplier/Subcontractor/Service Provider database |
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Capturing materials requirement |
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Automatic firing of purchase requisitions based on MRS |
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Quotations from various suppliers |
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Quotation validity |
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MIS for vendor evaluation based on quality, price & delivery time |
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Subcontracting - generation of process orders |
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Multiple indents for multiple items in a single PO |
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Purchase order processing for |
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Raw Materials |
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Sub-contracted items |
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Bought out items |
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Non-inventory items |
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Fixed Assets |
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Purchase order entry with item details and other details like taxes, discounts, extra charges like freight, P&F, octroi etc. |
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Flexibility to generate Purchase Order in domestic and foreign currency. |
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Recording Payment terms in PO |
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Excise consideration in Purchase and Process Orders |
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PO authorization |
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PO amendments with complete amendment history |
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Order cancellation and order closing |
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Multiple delivery schedules |
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Quality inspection of goods |
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Advance adjustments |
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Purchase bill with updating of GL and purchase book |
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Service contracts, Service Bills, Service indents and PO
Value based approval of indents |
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Bill of Entry |
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Complete import functionality with handling of custom details - Purchase Bill for |
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Import, Excise consideration in imports |
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Reports for Order tracking for complete control on the procurement cycle |
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SCM integration through Internet – posting quotation on web by suppliers. |
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Importing quotations into ERP after validations |
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| Table of Contents |
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| Master Data |
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Supplier/Ledger Master |
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All accounting voucher entries are passed using ledgers. Ledgers have to be classified into groups.
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Material Group Master |
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Groups classify materials according to their nature and enable presentation of summarized information. “Material Group Master” option is used to create a material group or subgroups under a main group. The option is located in the “Master Data” menu. Once invoked, the default is new material group. To edit or view groups, select the “Edit” or “View” Tab.
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Grade Master |
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The Grade Master creates the grade assigned to materials. This option is located in the “Master Data” menu. Once invoked, the default is new grade. To edit a grade, select the “Edit” Tab.
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Thickness Size Master |
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The Thickness Size Master creates the sizes, which are assigned to a material. This is located under the “Master Data” menu. Once invoked, the default is new material group.
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Unit Master |
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Unit of measurement: Any division of quantity accepted as a standard of measurement or exchange of an item. Unit measurement is the determination of the size or magnitude of something. Measurement is not limited to physical quantities, but can extend to quantifying almost anything imaginable. Examples of measurement Unit (Kgs., Pcs, Gram, Kilogram* etc).
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Store Location Master |
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This form is used to create various locations for maintaining the stock or the items purchased. For this use “Store Location Master” option. This option can be found in the “Master Data” menu. Once invoked, the default becomes the new store creation.
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Transport Master |
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Material is delivered through several ways and various transport companies. The “Transport Master” lists these companies. This option can be found in the “Master Data” menu.
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Item Master |
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Item may be a raw material, finished material or consumable which it sales or purchase to other customer.
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Form Type |
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This option is used for creating the new form. e.g. C-Form, Vat Form etc. Select the Form Type menu found in the “Master Data” option.
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| Transaction |
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Material Requisition |
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The system processes order and sales projection to produce Materials requisition plan. The process is fully automatic and takes care of all factors including minimum production batch requirements and inventory level. The management can also trace purchase and delivery status of requested materials. It controls inventory at safety level to avoid over-stocking and losses resulted from aging and damage.
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Purchase Contract With Supplier |
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This enables the company to allocate any special price and/or discount offered by the vendor. As part of the control process, a purchase order that goes beyond its "valid until" date can no longer be released. The system then performs a comparison between the cost upon receipt (taken from the Purchase Order), and the invoiced cost of the goods; any difference is reflected in a cost variance account. In the same way, non-physical charges (such as freight and service charges) that were recorded when the goods were received can also be matched, with the corresponding detail in the accounts payable invoice.
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Purchase Order |
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Purchase order is used to send information (regarding requested product or services) to the vendor. The information typically includes item, quantity, price, discounts, vendor information, etc and is available from the “Purchase Order” option. This option can be found in “Transaction” menu. Alternately use the icon on the toolbar. This option can also be invoked using the Ctrl+P.
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Schedule Purchase Order |
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Scheduling purchase orders enable the purchaser to stipulate periodic delivery to coincide with the production schedule. Delivery can be arranged on a daily, weekly, or monthly basis.
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Material Receipt Note |
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After placing the purchase order, the material is received on the date specified. There are various checks made on the receipt of material. The verification is done at the gate at which the material is received. The MRN contains all the information and can be invoked using the “Material Receipt Note (MRN)” option, which can be found under “Transaction” menu, or by using the icon on the toolbar. This option can also be invoked using the Ctrl+R.
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Purchase Bill Passing (MRN) |
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After clearance of stock in charge, the purchase bill comes to the purchase department. The purchase bill remains in pending mode until the purchase head doesn’t clear it from the pending MRN.
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Supplier Price History |
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A Company always wants to purchase at market price, and for this it maintains a Price History Ledger. Price History contains all supplier purchase details of the company, what type of material it has purchased, how much was purchased, and what was the last price of the particular item. So in the future when the company purchases the particular item, the price history shows that an item had been purchased at a particular rate from a particular supplier/ vendor.
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| View/ Display |
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View Material Requisition |
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View material requisition” shows all the material requisitioned. There are various options available to view material requisition like item-wise, approved person-wise, period-wise etc.
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Pending MRN Verification |
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Pending MRN verification specifies the final authorization/ approval by the purchase department.
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| Report Priniting |
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Approved Supplier Master
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Material List
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Requisition Register
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Pending Requisition Register
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Purchase Order/Index Register
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Scheduling Purchase Order
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Pending Order Vs. Supply
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Material Receipt Note Register
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Pending MRN for Bill Passing
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Purchase Register
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Supplier Wise Purchase
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Item Wise Purchase
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Purchase Register Selection Wise
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Supplier Rate Register
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Tax Wise Purchase
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Excise Wise Purchase
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Service Tax Wise Purchase
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