Stocks and purchases management is crucial for the proper administration of the company because the performance in this area has direct outcomes in financial and operational results of a company. It is absolutely important nowadays to have a fast and efficient system capable of supporting the issues of the decision to buy, what to buy, from whom and in what quantities. For these reasons, SISTRADE provided to its customers, a system of stocks and purchases management flexible and adaptable enough to different business rules of each organization.
- Interactive management of suppliers;
- Automatic or semi-automatic transmission of queries of prices to suppliers;
- Analysis of offer responses and selection of suppliers based on pre-established criteria;
- Conversion of selected offer to purchase order to supplier;
- Definition of dynamic price lists by product rules and by supplier;
- Registration requests by accredited users and authorization by the responsible for the service;
- Creating internal requests through the selection of authorized order;
- Prepare and issue purchase orders, in order to satisfy the previously authorized internal requests;
- Supply contracts management;
- Issue of warehouse entry and return notes, and delivery notes;
- Subcontracting management either in perspective of outsourced services or the prospect of selling product to be outsourced;
- Permanent Inventory with information on stocks, purchases, consumption and adjustment of stocks;
- Clearance of material cost by selection, production phase, “Good” or “Service”;
- Scheduled delivery list, material pending for delivery by mistake in warehouse or to restore the minimum stock;
- Safety stock alert, order point;
- End of the year inventory and stock regularization.
Supplier Management module is responsible for managing pricing by suppliers. Through the supplier management, the company can see all information and data from its suppliers. The functionality of the Supplier Site allows the supplier to access a portal where the maintenance of the data related to the products available is performed and also to respond to inquiries. In terms of features we highlight:
- Sub-families of articles supplied by supplier
- Catalog of items supplied
- Price catalog
- Supplier Site
- Consultation with suppliers
- Comparison of responses
- Integration with the registration of orders to suppliers
REQUEST FOR QUOTATION
This module allows the user to make requests for quotation to suppliers of materials where, using the application, one can request an estimate from various suppliers, sending them the document by fax or email. It is therefore a system of simple and practical consultation available with just one click.
PURCHASE SUPPLIER MANAGEMENT
In purchase management the system analyzes the needs of a warehouse warning for stock replacement. The user may require a purchase and through the list of needs, the system issues the purchase to the supplier. The purchases could be controlled through an analysis of the status of order fulfillment. The application can issue statements with deliveries of materials and their barcodes to be used at the reception of the material. By reading the bar code system records the entry of the material, automatically rendered in stock movements.
The user can create delivery notes for suppliers and customers. These notes send the output of the recovered material as sale and record the quantities and value. The supplier transport notes are issued to monitor the transport of the material.
After recording of the receipt of merchandise, the user can register the invoice from the supplier based on the same receipt or whilst confronted with the department which approved the invoice sent to the supplier. After the invoice is registered in the system, the accounting entry is automatically reflected in module of accounting. The purchase order may be registered by two means, one is through the confirmation of a given request, another is manually or in the option of keeping the user purchases, the vendor selects and chooses the article to purchase. In the same purchase, materials and services can be registered.
The system allows to make purchases of encryption products, whether they are materials or services or purchases made in free text. Automatic and faster process to issue orders to suppliers is following the stages of the workflow approval of requests cycle.
The distribution plan allows the user to phase the delivery of the order that is placed to supplier, i.e., to define a delivery plan. For a given order row, where it is defined the article of purchase, quantities, units of measure and other relevant information, the user has at one’s disposal a tool that can distribute the quantities divided to partial quantities in time. It is possible to phase deliveries by date or by destination (warehouse). It is also possible to immediately affect a product with a given job order, this way, when the merchandise is approved, the system automatically allocates the amount to a job order previously defined.
WORKFLOW OF PURCHASES
It is a workflow system for purchase orders approval. This approval can only be internal or interact with external entities via email and may be total or partial. Once done and approved, the purchase order can be sent directly to the supplier by email. Please note that this entire process can take just a few seconds.
This is where the user registers the invoices received from suppliers. The system has a form where the user not only introduces the supplier invoice number, but also introduces all the other information contained in the invoice. After recording the invoice, it is reflected in the current accounts, being available for its payment by the treasury.
This component allows to record the reception of product/service orders to suppliers. This reception may, on the one hand, make the entry of material in stock and on the other, make a partial or total closing of the registered provider order. Movement record of stock articles consists of using a set of locations properly labeled with barcodes, called “warehouse locations” from which always some articles are withdrawn, barcode reader (an instrument that is part of the system) records the movement and immediately sends this information to the central system that at the right time makes the replacement of consumed material. This process applies for inputs, outputs, return or transfer of warehouses.
A company using MIS|ERP Sistrade® can effectively manage and check its stocks, the status of orders from its suppliers and even the stocks of its manufacturers. Through the application, the maintenance of the initial stocks of several products in the various warehouses of the company can be performed. It is possible to record all manual movements this way, obeying a following order: Enter, Rappel, Exit, Transfer, Valuation. The feature Stock Updating performs a physical inventory that automatically freezes the warehouse appearing as a list of products in storage to be printed and then perform a manual count. Upon completion of the count we update the data and the recording of inventory. Through the feature "Analysis and Material Search" the user can perform various types of queries to the inventory. Through the reference and the type of product, the average unit price, the value described and quantities of the products will be analyzed. Moreover, ordered separately, the different types of products will automatically calculate the total quantity and total value. It is possible to analyze and search movements per products, the monthly balance of the movements, movements already made and the development of available stock in the long term. To conclude, we emphasize that the system can manage stocks in an inexpensive way i.e., taking into account aspects such as minimum stock, safety stock, point of order, quantity discounts, service level, lead time of purchase, etc.
This module allows one to manage and control the whole of work/operations that are outsourced to third parties.
STOCKS & PURCHASES REPORTS
Possibility to view several production reports. Through the course of production the user has the ability to analyze and see the Job Orders through the production reports:
- Purchase analysis;
- Purchase by article type;
- Indicators of purchase management;
- Current account of articles to the level of the lot;
- Article Lot Traceability;
- Stock management indicators.
The report can also be exported to another format (Excel, Word, PDF, etc.).