image of distribution warehouse

Purchasing Features

RFQs, Inventory Replenishment, EDI, PO Tracking, Landed Costs & Special Orders

    • Purchasing

      • Extensive vendor cross-referencing lookup by user-defined keywords, product categories, product description, etc.
      • Enter products on a purchase order by product code or by vendor’s product code
      • Support for multiple UOMs allows the same product to be purchased, received, costed, priced and sold in different units of measure
      • Recommended Purchase Report generates replenishment order based on Min/Max parameters entered with option to automatically create purchase orders
      • Determine optimal order quantity based on vendors’ quantity break pricing
      • Support for vendor discounts by weights and cubes
      • Extensive reporting capabilities for overdue items by vendor, open purchase orders by vendor, expected receipts by date, etc.
      • Ability to cancel un-received items on open purchase orders
      • Permission-based ability to over-receive items, partially receive items, enter landed cost, add additional lines
      • Option to send and receive purchase orders via Electronic Data Interchange (EDI)
      • Display status of special order items by vendor and retrieve them into a PO
      • Specialized integrated processing of special order items with drop-ship from vendor to customer fully supported
      • Supports centralized purchasing for multiple warehouse systems using full warehouse transfer capabilities

    • Requests For Quotations (RFQs)

      • Create RFQs on multiple vendors to obtain best pricing
      • Send RFQs of list of products to competing vendors
      • Supports brokerage-type model of minimizing inventory on hand by obtaining sales orders then sourcing products through extensive RFQ sent to multiple vendors
      • Create RFQ products list manually or import from an order, quote, purchase order, or invoice
      • Predefine list of vendors to receive RFQ based on products
      • Restrict requests for certain products from being sent to certain vendors
      • Record all vendor quoted prices and maintain a full history for prices for each product from each vendor
      • System automatically highlights best pricing from vendor
      • Once vendor is selected, automatically create POs

    • Inventory Replenishment

      • Create recommended purchasing report and/or automatically generate purchase orders
      • Analyze history by warehouse and purchase by warehouse or centrally with/without warehouse transfers
      • Create product use-rates based on historical sales information including “stock out” periods, “seasonal variations”, and “extraordinary” sales events
      • User-specified days of desired inventory for a product
      • User-specified safety margin of stock
      • Structured review cycle
      • Order quantity can be set:
        • manually specifying an order quantity
        • manually specifying an “order up to” quantity
        • automatically based on desired inventory level, use rate, and safety stock
      • Predefined purchasing cycles supported
      • Review report of overstocks
      • Optionally automatically generate Purchase Orders based on Recommended Replenishment Report
      • Out of stock conditions can be reviewed manually

    • Electronic Data Interchange (EDI)

      • Electronically transmit and convert documents between trading partners
      • Automate images/invoicing and sending/receiving electronic mail using EDI
      • Electronically send and receive purchase orders (without reentering purchasing choices)
      • Send the following forms through EDI:
        • receipts of purchase orders (form 850)
        • purchase order changes (form 860)
        • purchase order acknowledgments (form 997)
        • invoices sent to a vendor (form 810) and more
      • Confirm acceptance or rejection of each PO
      • Report confirmed POs before transmission
      • Create EDI invoices automatically for EDI flagged customers when invoices are printed
      • Choose to send Acknowledgments of POs (form 997)
      • Optionally print an invoice for your files (with a message not to send the invoice)
      • Benefit from more than 20 years of experience with EDI

    • Purchase Order Tracking

      • Create purchase orders over some period of time and record purchase order date, and date submitted to vendor
      • Record expected PO receipt date and update continuously as new information becomes available
      • Record extensive information on the shipment of goods on PO such as the ex-works date, carrier, expected departure, expected delivery date, tracking no., container no., insurance, etc.
      • All the shipping details and other information on the PO can be continually updated as needed and stored on the PO
      • Track POs by Container or by Vessel or by Arrival Port, Expected Delivery Date, etc.

    • Landed Costs

      • Record unlimited Landed Costs for each PO, including freight, port storage, insurance, tariffs, import duties, drayage,etc.
      • Allocate Landed Costs to the items on the PO, line by line by extended cost, weight or cubes
      • Allocated Landed Costs are capitalized into the average costs of the products on the PO

    • Special Order Processing

      • Extensive, automated and extremely powerful special order processing functionality
      • Automatically create POs for special order items tied to specific customer orders
      • Drop ship items from vendor directly to end customer
      • Automatically match POs with special order pick tickets
      • Designate stock items as one-time special order items when ordering
      • Single screen shows all aspects of special order including detailed status display

    picture of inventory on shelves, waiting to be purchased

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