MSD Purchase Order Processing

Purchase Ordering From MSD - An Overview

The MSD Purchase Order Processing covers a wide range of businesses. The above module comes in two versions and the differences being highlighted below. The MSD Purchase Order Processing handles Foreign Currency if Sage Line 100 is installed and the parameters are set in Sage Line 100 to handle Foreign Currency Transactions. The MSD Purchase Order Processing can still be used if your company does not require stock control. There is provision within the module for the user to place purchase orders on their suppliers using the Text with Price facility. The MSD Purchase Order Processing Module allows the user to place purchase orders on their suppliers for goods which can be used in the manufacturing process. In this scenario if the MSD Job Costing Module is installed the user can record the "committed" costs against a job or jobs. Using the Suppliers Item File will allow the user to monitor lead times so stock for manufacturing can be ordered on a "just in time" basis. Alternatively, if your business is distribution then you can keep control of your customers needs by running the Movement Reports to look at stock levels.

MSD Purchase Order Processing For Retail The MSD Purchase Order Processing for Retail module comprises of the following areas to give the user a complete retail solution in relation to ordering stock for re-sale in the shops. This module only interfaces with Sage Line 100. The package will handle most retail outlets purchasing requirements. The system handles pack sizes, and cost margin calculations. In addition, the system will handle selling price changes from within this module for export back to the till network, if the supplier's invoice indicates a selling price increase. This version of MSD Purchase Order Processing supports Bar Code readers. Using this module in conjunction with the TECPOS - Sage Line 100 Link Software and MSD Back Office Reports provides powerful management information for the busy retail environment. The MSD Purchase Order Processing modular structure is briefly described in the paragraphs below.

MSD Supplier Database - An Overview
This module provides details of suppliers and their associated branches. In addition, the Supplier Database will allow the placing of orders against a supplier's branch e.g. Boots London, and the invoice would be posted to the Head Office Account, e.g. Nottingham. The Supplier Database will also allow the addition of up to 3 Type Codes to enable the user to sort suppliers into groups of what they supply e.g. Tools, Paint, Cards etc. The Supplier Database also holds products supplied by a supplier and the pack sizes and costs. This will allow a product table to be built up for each supplier or branch so performance comparisons can be made.

Notepad
The Supplier Database will allow the entry of comments against a Supplier and Branch Record and will allow follow up reports to be generated. This will allow orders to be chased if they go over the scheduled delivery date.

Enquiries
There are full enquiry options with "drill down" on the Supplier Database. Enquiries can be made from the MSD Purchase Order Processing Ordering System to the Supplier Database.

Products By Supplier
A link has been provided between the MSD Purchase Order Processing and the Sage Line 100 Stock Control to allow the user to build up by product group or product line the items usually purchased from a supplier or suppliers' branch. This will allow the attachment of pack sizes and buying prices for each supplier. As well as providing the basis of the suppliers products for quick ordering. The user will be able to compare pack sizes and prices between each supplier. =Product Groups The standard Sage Line 100 Stock Control Product Group table has been enhanced to allow the entry of a Nominal Cost Centre for both sales and purchases. The Sales Nominal Code is required for Retailers to record the sales element from the tills. This aspect will allow the user to set-up different cost centres for purchasing and sales. Once set the code will automatically post the information from both the MSD Purchase Order Processing and for the MSD SAGE TECPOS Link.

Multi Depot
The standard Sage Line 100 Stock Control Depot Code table has been enhanced to allow the entry of a nominal cost code for both sales and purchases. This will allow, (more relevant to the large user) the selling and purchasing over several locations. As in product groups above this will make the Sage Line 100 Nominal Ledger posting automatic.

Quantity Per Pack
MSD Purchase Order Processing has it's own Quantity Per Pack Table which allows more flexibility in the purchasing of goods for resale. The table allows up to 9999 different pack sizes. The Quantity Per Pack Table will also handle the conversion from purchasing sizes to selling units automatically. This will ensure the stock levels are monitored correctly and for users of the Retail Version of MSD Purchase Order Processing the Back Office Reports will provide the correct management information.

Purchase Order Entry
This will allow the quick entry of orders for a supplier or supplier's branch. The system will also allow the copying of a supplier's order if this is relevant. An order can be copied from the current or order history file. The system will also allow the entry of internal memo text on a suppliers order. This information will print on the user's Internal Order Copy but, not on the Supplier's Order. There is a facility to handle Free Format non stock items for example, carriage or other delivery charges. The system allows multiple text lines on the purchase order screen. Standard order messages can be set up in the table provided for the user to select a message to attach to a purchase order. For users of MSD Purchase Order Processing who do not require to run Stock Control, purchase orders can be processed using the Text With Price Items option.

Deliveries
This will allow the user to book in deliveries and match the orders with invoices in one process. There is also a separate delivery routine to book in stock on a line by line basis for part deliveries. There is a facility for automatic internal GRN numbers to be generated if the parameter is set to do so. In addition, for manufacturing companies who need to book goods into "quarantine" prior to using them in the manufacturing process, the MSD Q.A. Database can be added to the purchase order process to track sub standard goods.

Invoice Matching
A super fast purchase invoice matching routine which will allow the user to quickly match and post the purchase invoice if it agrees with the purchase order and delivery on the system. Alternatively, if the purchase invoice from the supplier has price amendments the user can amend each line on an individual basis. Full matching of the purchase invoice to the purchase order and GRN (Goods Inwards) Note. =Invoice Posting There is a full invoice posting routine to the Sage Line 100 Purchase Ledger with full audit trails. The system will automatically work out which periods the purchase invoices are to be posted to. Any invoices which are not in the current period will be held in a "deferred" posting file and then can be posted to the ledger after the month end process has been run. Both the current and deferred posting files have full drill down and reporting facilities. This will get over the "bottle-neck" at month end and allow the user to carry on entering invoices and credit notes, without waiting for the Accounts Office to close down the Sage Line 100 Purchase Ledger.

Enquiries
There is a full enquiry option with "drill down" to the order lines for handling telephone enquiries. When used in conjunction with the Job Costing Module "drill down" to the job is also an option.

Cost Calculation
This feature allows the user to carry out a "what if" margin calculation per invoice line either by a discount percentage or amount, and allow the change of a selling price and the associated bar codes attached to a product. This feature will "pop-up" automatically in the Invoice Matching program if the relevant parameter switch is set. However, this program can also be run individually from anywhere in the Sage Line 100 System. If a selling price is amended a full audit report is spooled automatically so that the Manager is aware of what prices his or her staff are changing.

Price Updates
If the user is using the MSD Purchase Order Processing in a retail or distribution environment and the suppliers cost price is increased on the invoice then the user has the option to amend the selling prices on the bar codes on the system at this point. The tills will then be updated when the next "update" to the tills is transmitted.

Authorisation
Full purchase order and invoice authorisation is catered for. Authorisation for a user is set up on a special table and when the user logs onto the system their authorisation levels will automatically be "triggered". The system will automatically "HOLD" orders if the user spends more than the limit set up on their table. The order will then need to be released by a user with the authority to do so.

Status Codes
This will allow the user by applying the correct status codes to monitor supplier performance, e.g., returns and breakage's.

Reports
There are comprehensive management reports some of which are shown below:-

Goods Received Not Invoiced Report
Goods Returned Not Credited Report
Deliveries & Overdue Orders Report
All Overdue Orders
Orders Due This Week
Enter A Date Range
Purchase Orders, Return Notes & Internal Order Copies
List By Status Summary
Report On All Statuses Report On One Status Only
List All Orders
List Orders For A Single Supplier
Purchase Invoices Received Audit Report
Purchase Credit Notes Received Audit Report
Purchase Invoice & Credit Notes Posting Report