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PUR - Purchase Management



The CANIAS ERP Purchasing module is a powerful business tool which facilitates the delegation of tasks and duties in the field of procurement management and the implementation of the many operations associated with this field.

Material and supplier master data must be processed in the most efficient way possible. CANIAS ERP Material Requirements Planning (MRP) presents a purchase requisition order. The suppliers offer price for a material is the basis of purchasing data. Purchase orders must be prepared and checked for validity and accuracy. CANIAS ERP Purchasing provides the swiftest, safest and least expensive means to perform all of these tasks with the highest level of efficiency.

Goals

Within the framework of procurement management, the targets of the purchasing department are to secure:
  • the delivery of the required materials
  • at the required time
  • with very competitive prices

CANIAS ERP Purchasing functions

  • Purchase information
  • Processing and management of offers
  • Purchase order requisitions
  • Purchase orders
    • Order management
    • Order verification (on receipt of goods)
  • Invoice check

Integration into the overall system

Like all CANIAS ERP System modules, the CANIAS ERP Purchasing module is completely integrated in itself, and can be integrated with all other CANIAS ERP modules. In other words, CANIAS ERP Purchasing is modular in structure and can be operated both independently and as part of a larger, integrated CANIAS ERP System. In fact, the modules highest level of performance efficiency is reached when it is used in conjunction with other CANIAS ERP System modules.

Document flow

Within the CANIAS ERP Purchasing module, all transactions (the processing of business transactions) are organised in the form of purchase documents.

A purchase order requisition is made by supplying data from material requirement planning or through manual entries. This order requisition or manual entry may lead to a firm order. Before an order requisition in the IAS-System can become a firm order, a release must be given. An order can be made through the creation of a new document, a reference to a previously prepared purchasing document, or an existing outline agreement (see below). With the integrated document flow program, all data are controlled centrally, so any modification is only carried out once, whatever type of order is concerned.

Document types

The functions of CANIAS ERP module applications are controlled by different document types. All purchase functions are designated 'documents' in the technical terminology. The purchase documents thus designated are:

Purchase orders
Outline agreements
Purchase Requisition to outline agreements.

Check tables

The most efficient application performance and the optimum representation of the company's activities in the DP are guaranteed by the Check Table system. In the same way as the basis module check tables, they are module-specific and linked to every other module in the CANIAS ERP System.
  • Discount Keys
  • Order Types
  • Order Item Categories
  • Order Texts

Purchase information

The purchase information data represents an important basis for economical ordering. The data guarantee that the most suitable suppliers of a given material are chosen. The data are stored in a databank and contain all relevant information concerning materials and suppliers.

Purchase information data include:
  • Product suppliers
  • Product lists for a number of suppliers
  • Offer data
  • Order data
As in almost all purchase functions, detailed purchase information lists can be displayed, such as:
  • Lists of suppliers
  • Lists of products
  • Lists of information records, etc..

Order requisitions

An order requisition represents a request from the purchasing department to procure a certain quantity of a product, or a service, by a specific date.Order requisitions can be prepared automatically in the CANIAS ERP System from material requirements planning (MRP) data or manually on the screen.

Order management

In the CANIAS ERP System orders can either be made manually or through a contract after the release of an order requisition. Thanks to the high level of integration in the CANIAS ERP System, only a few entries need be made in order to make a new order.

Ordering through an Order Requisition: If a product is released by an order requisition, all data relating to this order requisition can be accessed by the user merely by giving the products order item number.

Ordering from a Contract: When the contract was drawn up, all the conditions and terms recorded are included in the order. Contracts are a special form of order, and are activated when the user so requests (see 'Contracts').

Manual Ordering: In the CANIAS ERP System even manually made orders can be automated through recorded purchase information data. The best way to enable this is to record the purchase conditions for all the products of permanent suppliers in the purchase info records of the system. By referring to the data in a purchase info record when making an order, the number of new entries necessary is kept to an absolute minimum.

Structure of an order

An order comprises:
  • Order Header
  • Order Item
  • Order Text.
All other information at header and item level is activated through the keyboard. In this way, all data concerning suppliers, creditors, contact persons, delivery conditions, terms of payment and bonuses can be seen directly from the header data or by using function keys. Every additional data are edited in the purchase order item respectively taken from a purchase requisition or a purchase information into the purchase order item.

Order control

Various functions in the order management system serve to check and verify the validity of orders in the CANIAS ERP System. With the function keys, data concerning the status of the order at item level can be displayed; this data includes whether the order has been received and/or recorded in the accounts; and the size of the order. In addition, points of tolerance, delivery status, delivery date, etc. can be displayed.

Outline agreement

Outline agreements are long-term, fixed agreements with a particular supplier.
Contracts and delivery plans are kept separately in the system. Contracts and delivery plans differ from outline agreements (in which orders are placed according to immediate needs) because the delivery dates are not fixed in a contract. In a delivery plan, the dates of delivery are precisely defined, whether for full or part-order deliveries.

An outline agreement comprises precisely defined conditions and delivery specifications which have been agreed on with the supplier, such as:
  • Type of outline agreement
    • Value contract
    • Quantity contract

  • Set conditions
    • Discounts and quantity variations

  • Quantity and type of business activity
    • Materials
    • Service

  • Validity of datesOutline Agreements can be made both at company level (for more than one plant, linked together) and at plant level (where each plant is autonomous).


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