Purchasing Menu

There are three ways of entering purchases into the system. Select the one which is right for your application:

Purchase Orders: The Purchase Orders option is used to create a purchase order that will be received in the future. It allows changes to be entered for the purchase order and enables users to receive lotted, unlotted, and individually lot-costed items.

Purchase orders can be designated as standard receiving, settlement lot receiving, or consignment. Purchase orders can contain lotted and unlotted items of any costing method and are received as a single lot per line. Settlement purchase orders can be used with individual lot-costed items only, and can be received with multiple lots per purchase order line. (One lot for each box received, based on box number, grade, or other item info lot attributes that make it necessary to track each separately). Using individual lot receiving is necessary to generate settlement reports to calculate the purchase cost of each item received and report the purchase price back to the vendor. Consignment purchase orders allow the user to receive the full quantity shipped into inventory. The items are bought as they are sold, and the purchase order completed only for the amount sold. A new purchase order is created for the quantity that has not been purchased.

Purchase order numbers can be reserved for future use by creating a reserve purchase order within the Purchase Order option. Net•Yield also provides users with the capability to create a sales order and a purchase order request , or work order request when the inventory needed to assign to the sales order is not available. A purchase order request is a notification to the buyer that an item is needed to fill an order. The purchase order created is not directly linked to the sale and the amount can be for more than the quantity ordered. These options are for lotted items only and the Use Requests setting in Purchasing Options must be set to Y (Y=yes).

Other Purchase Orders: Other Purchase Orders are used to create purchase orders for items that do not exist in the item master file. It is used for non-stocked and non-sold items like supplies, maintenance items, packaging, etc. that the user does not have or need items codes for.

Purchasing: Purchasing is a one-step method of entering, receiving, completing, and paying for a purchase. It can only be used for unlotted items. It is also in this option that the user can enter advance payments to vendors.

There are three unique purchase order form type: the purchase order, which is the in-house buyer or accounting copy; the receiver copy, which is the floor or receiver copy that does not contain the financial portion of the purchase order; and the vendor copy, which can be printed without the details needed on your internal copy. What prints on each type of purchase order copy is defined in Purchasing Options and the Item Info template for the items on the purchase order.

Except for the one-step Purchasing option, the system uses a unique method of separating the purchasing function into three distinct steps: issuing the purchase order, receiving the weight of the purchase order, and completing the monetary value of the purchase order. By breaking up these last two steps, which are usually a single step in most systems, inventory can be received into your system and be worked with it as soon as it arrives, even if you are not sure of its final cost yet. Then, when you are sure of the inventory's true cost, you can complete the purchase order for accounting purposes.

Combined with the ability to automatically include other related costs for products as they are purchased, the ability to recognize the weight when it is received and the value when it is known allows you to run a real-time inventory system, with highly accurate, TRUE costs.