Jewel - Purchase Order & Invoicing

Purchase Order Module is a tool to simplify your purchasing processes and maintain accurate records in the inventory. Designed to save time in repetitive transactions it generates purchase orders and related documents automatically.

Interface with the Accounts Payable and Inventory Management modules gives the management a comprehensive view of the purchases taking place and their overall effect on the business.

Module Highlights

• Provision for partial shipments during purchase order receipts. Items not received can be left open or can be canceled
• Maintains purchase order history of ordered and received items, while automatically updating Inventory Module for tracking inventory
• Provision to set price levels & payment terms for each vendor & vendor categories. An auto alert is generated when a variant price level is entered
• Facilitates addition of new vendors and inventory items while making entries in purchase order
• Tracking systems available for vendor monitoring
• Provision to hold transactions for a vendor category or a vendor if need arises
• Ready formats are available for generation of detailed as well as summary reports
• Auto calculation of tax, insurance and discount rates
• Documents related to purchase can be easily generated from existing ones to avoid repetition & improve productivity
• List of comments available for use in printed documents like quotations, purchase orders and invoices

Setup

• Vendor Category
  The various vendors can be grouped into categories based on certain parameters like the nature of services rendered, discounts offered by them, terms and conditions, the types of invoices they have raised, type of items regularly purchased from them etc. This enables users to apply the same information while transacting with them and avoids repetition of data.
• Vendor
  Details of each vendor like their contact information, which category they belong to, what is the credit period offered by them, any standard messages to be sent etc, are entered here. Once this information is available here, it is easily picked up by the system and is used in preparation of vendor related documents where this information is often used.
• Payment Term
  This is used to make a list of payment terms that are offered by vendors to the organization. Each payment term that corresponds to a discount (that may or may not be applicable) and the credit period that is offered by the vendor.
• Messages
  This can be used to set up commonly used messages that are mentioned alongside the vendor related documents.
• Purchase Person
  This is used to enter the details of the person/ s that are usually the point of contact with the vendors.
• Vendor Special Price
  Prices of items supplied by vendors along with the discounts usually offered by them are entered in this section.

Transactions

• Purchase Order
  This is used to generate a purchase order to a vendor either directly from this screen or pick up the details of the items to be ordered directly from the quotation itself.
• Purchase Invoice
  Vendors usually send an invoice alongwith the goods that are supplied by them. These are called purchase invoices and their details are entered into the system with the help of this screen.
• Purchase Credit Invoice
  Vendors issue a purchase credit invoice when he sends goods to the organization on credit basis. This invoice which is a record of the purchase, payment to be made etc, is recorded into the system using this screen.
• Purchase Memo
  The vendor issues a memo instead of an invoice when goods are purchased on immediate cash basis. These memos are recorded by the system using this screen.
• Purchase Memo Return
  At times, goods may have to be returned to vendors for various reasons. These returns and the memos issued can be recorded with the help of this menu.
• Purchase Order Quantity Change
  This screen allows users to modify the quantity of goods ordered in purchase orders that have been generated previously. Entry in this screen also ensures that the changes are reflected in related modules like inventory, accounts payable etc.
• Make Transaction View Only
  Transactions that have been entered into with vendors can be made as view only to ensure that they are not altered. This can be done for a particular transaction or a range of transactions.

Reports

• Purchase Order Register
  This gives the list of purchase orders generated. This report can be customized to view the purchase orders raised by a vendor or also between a range of dates, with individual amounts and summarized totals
• Purchase Invoice Register
  This is a register or a list of all the invoices that have been received from all vendors. For ease of analysis, the register can be customized to view the invoices issued in a range of values, e.g. invoices issued from one accounting date to another, invoices issued by vendor category, by GL account, by status of the invoices etc. The report also provides individual invoice values along with totals for a set of invoices.
• Purchase Credit Invoice Register
  This is used to view or print a list of all credit invoices issued by vendors..
• Purchase Memo Register
  This is a list (date wise) of memos issued by vendors. This can be obtained for a particular vendor or for all vendors.
• Purchase Memo Return Register
  This is a report of all return memos that have been issued to vendors. These can be viewed for range of dates or vendors also.
• Purchase Journal
  This gives the total purchases made for a particular duration and also can throw up results for purchases made from vendors with the total billing or invoice values .Is extremely useful to check at a glance at the value paid to each vendor. Will help the management classify & grade vendors with the value of business given to them
• Open Purchase Order Report
  This is a list if all purchase orders issued for which invoices / deliveries have not been received. Hence this has been termed as an open purchase order report.
• Open Purchase Memo Report
  This report gives a list of memos that have been issued by vendors, but payments have not been made to them, thus providing the management with an indication as to which payments are to be made on a priority basis.
• Purchase Order Status Report
  This gives the real time & accurate status of all purchase orders that have been issued by the organization. This can be viewed with respect to vendors, items, details of each or only a summarized version.
• Purchase Analysis Report
  This is available as important purchase efficiency and analysis tool .It can be obtained based on various parameters that are selected
• Purchase Summary by Item/ Lot- Sub Lot
  This gives a summarized list of items that have been purchased, with respect to items, lots or sub lots
• Purchase Summary by Category /Lot
  This report provides a summary of purchases made either category wise or lot wise
• Purchase Summary by Lot Group
  This is a summary report of purchases that have taken place with respect to lots.
• Purchase Summary by Vendor
  All purchases that have been done through a vendor can be viewed in this report. This is extremely useful while preparing an analysis of vendors and classifying them according to their value and usefulness in the entire jewelry manufacturing process.
• Purchase Summary by A/c Period
  This provides a list of purchases made in a defined accounting period or within a defined range of dates.
• Purchase Summary by Purchase Person
  This gives list of all purchases that have been done or approved by a purchase person. Is useful to give the management an indication as to which person or persons are adept at purchasing which kinds of items.
• Set up Reports
  • Vendor Category
    This gives a complete list of vendor categories that have been set up.
  • Vendor
    Gives a list of all vendors that are supplying any kinds of raw materials and goods to the organization.
  • Item category
    This provides a list of item categories that have been set up by the purchase team.
  • Item List
    The item list prints the entire range of items that are purchased by the organization.
  • Payment Terms
    A list of all payment terms applicable to vendors can be viewed using this report
    Buyer List.
  • Message
    All messages that are commonly used during correspondence or documentation involving vendors can be viewed using this report.