Users create requisitions. Requisitions are grouped by departments for proper budget controls.
Create Purchase Orders from Requisitions. System can automatically group open requisitions into purchase orders depending on vendor pricing availability. Offers one-click creation of PO from requisitions.
You can also create a PO without requisitions. Select a vendor, create a purchase order for that vendor and add line items.
Group requisitions from different departments and create a PO. Leverage volume discounts from vendor.
Approvals can be configured in the system depending on your business requirements for purchase orders, budget overruns and vendor invoices.
Purchase Order Approval Rules are triggered when a PO is submitted for approval. You can also setup your approval process so that the system auto-approves for purchases below desired amount (e.g. no approval required for purchases below $100).
Multi-level approval support (e.g. require approval from departmental head, Sally in Accounts, Finance Controller, etc).
Configure approval rules to be triggered by location (e.g. approval required for all purchases destined for LA office), department (e.g. approval for all IT purchases), product (e.g. Alcohol and Tobacco purchases require approval), etc.
Budget overrun approval. Every purchase triggers a budget overrun check and approval routing.
Vendor invoice approval provides a double layer check on expenditure. Approval can be setup to trigger at purchase order creation or vendor invoice creation or both. For instance, to reduce excessive delays in purchasing, you can skip purchase order approval setup and define rules only when vendor invoices are received. The purchase order can be reviewed at that point.
Proxy approval support is an emergency approval procedure. System administrator or Super User can approve on behalf of other users. Prevents a purchase workflow from grinding to a halt if one of the approvers is on vacation or otherwise unavailable.
Create your product catalog using the GUI. Upload product pictures and add product descriptions.
Setup product variants for those products that need it. For example, "Men's T-Shirts" are available in Sizes: "Regular", "Large", "Xtra-Large". You can setup and track inventory, purchases and vendor prices for each variant.
Each product can be supplied by multiple vendors, each with different prices, ratings, etc. Setup vendor catalogs for each vendor.
Create vendor records for vendors you do business with. Maintain vendor contacts list in an easy-to-use interface.
Supports multiple vendors per product. Each vendor can supply multiple products. Vendor pricing can be specified for product, variant, and UOM.
System allows vendor rating after a purchase is completed. This vendor rating allows you do easily decide which vendor to use when purchasing a product.
Receive goods anytime after a PO is approved and sent to the vendor.
You can receive goods in full or partial. For example if you order 100 widgets and the vendor supplies 70 widgets in one shipment, you can do a partial receive. The rest can be received later.
Appropriate accounting transactions are added when receiving. Budget transactions are also updated to move the correct amount from encumbrance to expenditure. View budget positions accurate to the minute.
Create invoice for goods received. You need not wait for all the goods on a PO to be received to create an invoice. Sometimes you may receive a partial invoice from the vendor for goods already shipped. Keep on top of such situations by creating a vendor invoice when required.
Invoice is created from purchase order records and receive order records. Allows you to cross-check the invoice sent by the vendor. No more double-billing or confusion about whether a received good is paid for!
Create and manage budgets by departments for tracking expenditure.
Track budget transactions by department, purchases, etc. Get a snapshot of company expenditure at any time.
Multi-user Multi-location support. Create as many locations as you need.
Add and remove or de-activate users on demand.
Flexible user roles enforced at application level. Assign roles to users based on position within the company.
AWS backed servers. Cloud storage and regular backups. No IT headaches.
Backed by high security. Implements the best features of single-tenanted and multi-tenanted cloud application. Each customer gets own database. No mixing of different customer's data within a single database.