Purchasing Software – Details

Purchasing software that lets you optimize your purchasing decisions to improve the efficiency of your inventory is critical to any distribution business.

The specialized purchasing features of Accolent ERP include: EOQ (Economic Order Quantity), DOP (Dynamic Order Point), and EDI integration tools help distributors optimize their purchasing to maximize the ROI on their inventory.

Expand the items below to see how the purchasing functionality of Accolent ERP can help you:

Product Master
  • Flexible format for product ID number can vary from item to item
  • Extensive cross-referencing makes for easy product lookup
  • Multiple synonym part numbers can be defined for each item (such as by unit-of-measure); ordering can be done using vendor / manufacturer / competitor part numbers
  • Products organized by Groups, Categories and Sub-Categories
  • Product images available
  • From product master record:
    • display the last 100 or more customers who purchased an item
    • display the last sale information for an item, including price
    • display the last sale information for an item by customer, including price
    • display sales history by day, week, month or year, for an unlimited number of years
    • show purchase order history
    • view inventory availability in multiple warehouses
    • a list of substitutes can be defined for each item
    • alternate vendors can be established for each item with alternate cost for each vendor
    • system will suggest order point and order quantities based on item lead time, demand history and desired stocking levels
  • Reorder quantities can be calculated using Economic Order Quantity (EOQ), or Dynamic Order Point (DOP)
  • Inventory stocking and safety stock levels can be defined at the warehouse level
  • Cost and price for items can vary by warehouse
  • Each item can carry multiple prices such as List price, Quantity discounts, Customer Type pricing, Columnar pricing, and Advertised pricing by customer type (column price) with expiration date
  • Commission rates can be established at the product level
  • Discounts can be assigned to customers using price lists to easily adjust pricing for groups of like customers
  • Multiple units of measure are fully supported:
    • establish up to ten or more units of measure for each item (each, dozen, case, pallet, etc.)
    • each unit-of-measure can be priced individually; price does not have to be a multiple of the base unit of measure
    • items can be purchased in one unit of measure, received in another, picked in another, and sold in another
  • Selling with Kits is fully supported:
    • sell items you stock as individual items and as a kit, an assembly of those items
    • kits can be configured on-the-fly from a template kit while in the sales order
    • change items in kit during order entry while the kit template product remains unchanged
  • Purchase orders can be placed for kits (to take advantage of vendor discounts) which can be disassembled into the component parts
  • Items can be tracked by serial number
  • Items can be designated as Rental items
  • Items can be designated as Special Order items
  • Inventory items can be Lot Traceable
  • Products can be configured as available for e-Commerce (e-Wholesale, e-Retail and e-Catalog) or not/li>
  • e-Commerce products can be designated as New, Special or Featured Products/li>
  • e-Retail and e-Catalog products can have SEO meta-tags defined/li>

  • Extensive vendor cross-referencing lookup. Search using self-defined keywords, product categories, any word in the product description, and more to find the right part
  • Ability to specify a product in purchase order entry by the vendor’s part number and automatically convert this to your part number
  • Ability to purchase, receive, cost, price and sell the same item in different units of measure with the same part number
  • Economic Order Quantity (EOQ) system produces Recommended Purchase Report with option to create purchase orders based on sales history or budget
  • Return on investment (ROI) analysis during purchase order entry helps determine optimal order quantity based on quantity break pricing
  • Sort purchase order line items by part number, part category, or description
  • Extensive reporting capabilities for things like: 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
  • Line Point Buying capability by dollars, weight, cube or quantity
  • Vendor discounts by weights and cubes
  • Specialized integrated processing of special order items with drop-ship from vendor to customer fully supported
  • Sophisticated lot number traceability
  • Request For Quotation features:
    • send list of parts to competing vendors
    • enter parts list manually or import from an order, quote, purchase order, or invoice
    • predefine list of vendors to receive RFQ based on parts
    • restrict requests for certain parts from being sent to certain vendors
    • system highlights best pricing from vendor
    • system creates PO based on your selected vendor
    • stores quoted prices in vendor record for future reference

EOQ - Economic Order Quantity
  • Create recommended purchasing report and/or automatically generate purchase orders with EOQ analysis
  • Analyze history by warehouse and purchase by warehouse or centrally with/without automatic 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
  • Line point predictions available for an entire product line with a structured review cycle
  • All computer calculations can be overridden
  • 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 (DOQ)
    • automatically based on the cost to carry inventory (warehousing cost), cost to purchase a line item (overhead associated with purchasing), and actual cost to determine EOQ
    • by averaging the DOQ and EOQ methods
  • Predefined purchasing cycles supported
  • Review report of overstocks
  • Optionally automatically generate Purchase Orders based on Recommended Replenishment Report
  • Use seasonal weighting to prevent overstocks during off season
  • Out of stock conditions can be reviewed manually
  • Worksheets help you calculate the ‘cost to order’ a purchase order line item and the cost to carry stock (cost to warehouse)
  • Vendor EOQ aids in line point purchasing (consolidating purchase of several parts from the same vendor on a single PO) to minimize costs and maximize vendor discounts

Vendor EOQ (Line Point Purchasing Analysis)
  • Vendor EOQ complements the EOQ system by including vendor requirements/restrictions when creating recommended-purchase reports
  • Vendor EOQ aids line-point purchasing (consolidating purchases of several parts from the same vendor on a single PO) to minimize costs and maximize vendor discounts
  • Scheduled periodic review of all parts purchased from a vendor
  • Solve headaches associated with meeting a vendor’s purchasing restrictions or incentives by defining a line point minimum order quantity, dollar amount, weight, or cubes
  • Line Point by weight and by cubes
  • Line Point order point adjustment suggests items to purchase to reach line point
  • Use adjustment suggestions to reach line points that are within a specified close range
  • Define your own number of lead days for vendor

EDI - Electronic Data Interchange
  • 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

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