Through XScribe's Purchase Module, your company can organize and provide checks and balances by connecting the seven main processes connected with purchasing:
- Generation of the purchase request by your employees
- Sending of request for quotation to different suppliers
- Receiving of quotation from different suppliers
- Conversion of the winning quotation to a purchase order
- Receipt of the purchase delivery
- Creation of the purchase invoice, and
- Payment to the supplier
By linking these seven steps, your company can have a quick audit vis-a-vis what was ordered, delivered, invoiced, and paid. The creator of the purchase request can also quickly see which items have already been bidded out to suppliers, purchased, and delivered. Through the Purchase Module, your company can have a quick overview on the undelivered orders, uninvoiced orders and deliveries, uncollected invoices, and unfulfilled purchase requests.
The Purchase Module has a Supplier database, Inventory database, and a Supplier Price List database so that your company can easily look-up the supplier, inventory and price list when creating purchase-related transactions.
It has printable forms for purchase request, request for quotation, quotation, sale order, sale delivery, sale invoice, and collection which can be printed and provided to suppliers. The Purchase Module also has an extensive report for your company to analyze your purchases.
- Supplier Database
- Inventory Database
- Fixed Asset Type Database
- PO Item Database
- Purchase Request
- Request for Quotation
- Purchase Order
- Purchase Delivery
- Purchase Invoice
- Supplier Portal
- Multi-branch, Multi-company
- Integrated with Financial Management Module
- Electronic Approval
Have a centralized database of suppliers, inventory, fixed asset type, and supplier price list
The supplier, inventory, fixed asset type, and supplier price list databases allow you to create databases that are used when creating purchase-related transactions, in order for your users to encode these transactions faster. These also allow your company to standardize its databases so that the analysis of purchase reports will be seamless.
Allow employees to request for items through the Purchase Request feature
The Purchase Request feature allows your employees to electronically request for items that they need at work such as office supplies, office equipment, etc. The purchase request can be routed for approval through the system to minimize the usage of paper, and to provide visibility to the employees on the status of their request. The purchase request can be linked to the Request for Quotation, Purchase Order, and Purchase Delivery features so that your employee can quickly see which items have already been bidded out to suppliers, ordered from suppliers, and delivered by the suppliers.
Bid out purchases through the Request for Quotation feature
The system has a Request for Quotation feature that allows the purchasing team to canvass items from various suppliers before creating a purchase order. This can be linked to approved purchase requests to eliminate the redundant process of re-encoding the items that need to be bidded out. Quotations can be gathered from different suppliers for the request for quotation sent in order to provide an apples to apples comparison of the quotations of the suppliers. Your suppliers can utilize their supplier portal to encode their quotation so that your company can eliminate the redundant task of encoding the bid coming from suppliers.
Convert winning quotations to purchase orders
Purchase orders that will be sent to your suppliers can be created and routed for approval through the system. This can be linked with approved purchase requests, or winning quotations to eliminate the redundant task of encoding. The Purchase Order feature can be linked with the Purchase Delivery and Purchase Invoice feature so that your company can quickly see the ordered quantity vis-a-vis what was delivered and what was invoiced.
Receive deliveries through the Purchase Delivery feature
You can record the deliveries that have been received from the suppliers through the Purchase Delivery feature. Details such as what were received, how many were received, when these were received, and who received the items can be easily tracked through the system.
Encode supplier invoices through the Purchase Invoice feature
You can encode the invoices coming from suppliers through the Purchase Invoice feature in the system. This can be linked with the Purchase Order or Purchase Delivery feature to eliminate the redundant task of re-encoding, and to have an audit mechanism comparing what is being paid versus what was ordered and what was delivered. The Purchase Invoice feature allows your company to create payment requests that can be routed for approval, so that payment can be made to suppliers.
Settle purchase invoices through the Payment feature
After the purchase invoice has been approved, payments can be encoded in the system using the Payment feature. The Payment feature allows you to set which invoice you are settling, what the mode of payment is, when the payment was made, who received the payment, and if a receipt has already been received from the supplier.
Integrated with Accounting, Inventory, Fixed Assets, and Cash Modules
The XScribe Purchase Module is connected with the XScribe Accounting, Inventory, Fixed Assets, and Cash Modules. It creates journal entries for deliveries, invoices and collections made. It creates inventory or fixed asset transactions every time a delivery is received, and it makes a cash transaction whenever a payment is made.