The purchasing module provides the ability to submit purchase requisitions and generate a Purchase Orders to suppliers. It’s used to purchase different types of items and services for internal use, as well as for sale and stock replenishment, while keeping track of all phases in the purchasing process that goes from approval to payment.

Workflow

When the intention is to purchase services or supplies for internal use (e.g. a new standard, an outsourced calibration, an accessory, etc.), the user generates a new purchase request in accordance to the quotation received by the supplier and submits it for approval. In this stage, the requestor was prompted to enter all essential purchasing information such as supplier, shipping address, currency, cost center, etc., as well as the list of items or services to be purchased (quantity, cost and description), and attaching supplier quotation. The cost center owner will then review the purchase requisition, validate and approve the purchase request as required. After approval, the buyer sends an email with the digitally signed Purchase Order to the supplier. In this instance the Purchase Order is in the Ordered state, and the user may annotate any follow-up into the system and attach any evidence while waiting for reception. Once the products or items are received from the supplier by receiving person and/or acknowledged by the buyer, the order may now be marked as completed. Finally, the designated accounting staff will receive a notification to process the payment and mark the purchase order as paid.

The process to purchase products for sale or stock replenishment is similar, except that instead of a purchase request it starts by running a Purchas Wizard. The Purchase wizard will take all unfulfilled Sale Order items and allows the Stock manager to quickly generate several Purchase Order from multiple providers requested by salespersons of different facilities. Once the wizard is executed, the Purchase requests follow the same stages as described earlier, except that the items must go thru an Entry Movement that records the serial number, part number, etc. for stock replenishment and sale order fulfillment. This process is required because items are intended to be sold with a warranty.

The modules supports supplier evaluation, a kanban for easy visibility of each phase, a search and filter functionalities, upload or download documentation, validations for accredited calibrations, among other neat features.