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VegaSoft Purchasing System (VPS)
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VegaSoft purchasing System is a major step
towards optimizing the purchasing Function.
All routine
tasks– from
the entry of requisitions to the generation of Purchase orders – are
handled automatically,
without significant user Intervention. The
buyer or user needs to act only in exceptional situations. Since inventory
management and other departments have common access
to Existing data, the work involved in creating and
processing
purchase orders is minimized.
Referencing data that already exists in the system can create
purchasing documents, such as purchase requisitions,
purchase
orders, or Contracts.
This simplifies the process considerably, while at the same time
preventing errors By copying data that might
otherwise require data
entry.
The following documents are used in
our purchasing System:
· Purchase requisition (PR)
·
Request for quotation (RFQ)
·
Purchase order and Change Order
·
Expediting
·
Evaluation sheet
Purchase
Requisition (PR)
A purchase requisition is a request or instruction to the
purchasing department to Procure a certain quantity
of a material
or
service on or by a certain date.
Request for Quotation (RFQ)
RFQs. A
quotation contains a vendor’s prices and conditions for the
specified materials or services. It may also
include additional
information.
RFQs can be generated from a requisition as electronic sheet to be
sent by e-mail or entered manually
to be sent
by Fax. RFQs are sent
to a number of different vendors. Data from incoming quotations is
entered into the
individual RFQs stored in the system. Consequently,
an RFQ and quotation constitute a unit.
When creating a purchase order, you can reference a requisition. You
can select requisitions from
a list and generate PO items. Existing
purchase orders can also be referenced this way.
If a contract (longer-term buying arrangement) exists for the
requested material, you can reference
the contract item to create a
release order. With a release order, only the order quantity and
delivery date need
be entered. Other details, such as texts, prices,
and conditions are copied from the contract.
Purchase Order In
the ordering phase; the buyer’s goal is to process
purchase orders
with a minimum of time and effort. For this
reason,
when creating POs, you reference data that already exists in the
system.
Referencing means that you
take an existing document, such
as a purchase order, copy it, and change it to create your new PO
with relatively
little effort.
Not only do you benefit from reduced
data entry, but VPS referencing functions minimize the
likelihood of
errors and
ensure data consistency.
Purchase order (PO) and issue change order (CO)
The system can automatically convert requisitions to
which a source has already been assigned into
PO. VPS allow you to
issue PO and you can made changes on PO Change order (CO) is issued
when
any changes should be made to the original purchase order (PO)
after sending it to the vendor.
The possible changes to the PO are:
-
Changing a field in the
PO header.
-
Changing the information of one of the sent
items.
-
Adding a new item to the original PO.
-
Canceling an item in the previous PO.
The purchase requisition is creating from one of the following
sources:
- To be import from branches system (if there
are system if not or system has a sub system for branches)
- To be imported from email (if it was sending
by email from anywhere)
- There are utilities for creating a purchase
requisition for your department.
- The forth way is to receive a fax then to
begin create purchase requisition for the department
which sent
that fax.
Purchasing
System steps are as follow:
1.
Create purchase requisition.
2. Create Request for quotation from this
PR (One or more)
3. Sending Request for quotation to
vendors (Automatic by Email or By Fax)
4. Receive the quotation from vendor
(Automatic From Email or As a Fax)
5. There is an evaluation sheet screen for
displaying the all Quotations and this screen
has utility for sending all this
Quotations to Excel sheet if you need that.
6. After choosing the appropriate quote you
can make a Purchase Order.
7.Purchase Order can be send Automatic (By
Email) or Manual (By Fax).
Expeditin
The Expediting
system is created to help the purchasing department to expedite the
goods that were going to be shipped by air, ocean or local. Also
expediting system give
the user information about the items of any
PO that was completely received and those still outstanding.
Automatic Source Determination
if sources of supply exist for the requested material within the
system, they can be
found
automatically and are assigned to the
appropriate purchase requisition.
Assigned requisitions can be processed more quickly by purchasing
since the
source is already known.
The system treats the following
as sources of supply:
·
Fixed vendor
·
Quotation as electronic sheet
·
Purchasing info record
Assignment and Processing Buyers can generate their own lists
of purchase requisitions.
The next step is to choose the desired
source and generate the relevant POs, release orders,
or vendor
schedules.
If you cannot allocate the requisition to a source, it can be
selected for RFQ processing.
What central functions does the purchase requisition have?
- It defines the quantity and date for a material or
service.
- It constitutes the basis for further processing (approval
procedure, source
determination, issue of POs).
The source list gives you the following options:
·
Definition of a source as fixed (the
relevant source is regarded as preferred over
a specified period)
·
Blocking a source, for example, when
quality is poor
·
Determination of effective sources
(those that count as preferred sources
at a certain point in time).
Evaluation Sheet?
What are the tasks of vendor evaluation?
·
Vendor evaluation allows vendors to be
rated according to uniform criteria.
·
These functions support purchasing
through optimizing procurement operations by rationalizing
and simplifying the selection of suitable sources of
supply.
VPS can work on network LAN
and WAN also it can work as stand alone on one computer without
network : VPS is multi
database resources it can work on oracle, SQL Server, MY SQL and MS
Access. If you branches
not connected with the head office the system
at any branch can generate a text file
to be sent to the head office
and you can monitor branches operations.
- Reporting
- Which purchase orders were issued
to a certain vendor within a specified period.
- How many purchase orders goods have
already been received.
- Whether a vendor has made full or
only partial delivery of ordered goods.
- Whether a vendor delivers on time.
- Whether ordered goods have been
received and correctly invoiced.
- The average PO value for each
purchasing organization or purchasing (buyer) group.
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