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
- 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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