PURCHASE ORDER SYSTEM SPECIFICATIONS 

·        Purchase Order System interfaces with the Accounts Payable, Inventory Control and General Ledger Systems. 

·        The system can be set to automatically or allow manual assignment of the purchase order number.  

·        The system support processing of both standard and blanket purchase orders. Blanket purchase orders can reside on the system for the entire fiscal year if required. 

·        The system allows you to setup ship-to departmental locations for receiving merchandise.  This location address is printed in the shipping instruction section of the purchase order.  

·        If you are ordering from a single vendor but want different items shipped an to alternate locations within the municipality the system provides this feature by printing a statement below the item that says “Ship this item to location: (followed by location address).   

·        If you have the inventory module the software provides for entry of both stocked and non-stocked items.  Stocked items are verified when the commodity (item) code is entered.  The system automatically displays the item description, unit of measure, warehouse location and last unit price. The purchase price for this line item can be overridden if changed.  Once the entry is completed the items on-order quantity is updated. 

·        When entering the purchase order, the operator can enter comment lines that will print on the purchase order to additionally provide product or shipping instructions.  Additionally you can enter non-printable comment lines that provide users information during inquiry or maintenance. 

·        The system has the ability for entry of up to 999 lines for a single purchase order.  The line items can be charged to different funds eliminating having to create a multiple purchase orders. 

·        Purchase Order input automatically encumbers amounts by line item entered based on the account number entered.  Should the user department entering the purchase order not have the available funds to purchase an item, the system will notify the user that they have exceeded available funds. The system can be set to cancel entry of the item or you can allow the operator to override. 

·        Purchase Order can be printed on 8 1/2 by 11 stock paper or on a Purchase Order form.  

·         The system has the ability to re-print a single or a range of purchase orders as required. 

·        Ability to print a message on the purchase order if the vendor is set up to receive a 1099 and has not provided the municipality with a tax ID number. 

·        The system allows for input of taxable and no-taxable items.  When printing the purchase order the system calculates sales tax and prints the amount at the bottom of the form.  The amount is not encumbered but is printed only to notify your vendor that the items purchased are taxable to the municipality. 

·        The operator has the ability to modify an outstanding purchase order to by changing the cost, number of units ordered or they can delete lines. Modification of the number of units ordered or the unit will result in an automatically adjust the encumbered amount. 

·        Once a purchase order has been modified you can reprint the purchase order with the updated changes and mail it to your vendor. 

·        The system allows the user to close/cancel a single line or the entire purchase order without posting through accounts payable.   The system will automatically reverse the encumbered funds for the lines deleted.  This procedure allows you to clean up outstanding purchase orders with items not required. 

·        Purchase Order Inquiry shows the detail transaction data including General Ledger distribution for each item.  The inquiry will show all items received and the date of the receipt. 

·        You can inquiry to outstanding and historical purchase orders by:

                        Purchase Order Number

                        Department Number

                        Vendor Number

                        General Ledger Account Number          

                        Inventory Item (Commodity) Number   

·        Most purchase orders are automatically closed as a by-product of invoice entry in accounts payable. 

·        During invoice input, entry of the purchase order number will automatically display the line item for the purchase order.

·        Invoices posted against a purchase order will liquidate encumbered funds and increase expenditure amounts for the general ledger accounts. 

·        When entering an invoice, the operator can post a partial receipt and liquidate the balance of the items not received during the same input procedure. 

·        Purchase Orders remain open until receipt and payment of all line items or until the purchase order is manually liquidated. 

·        The system maintains a purchase order history file of all closed purchase orders.  This information is available for inquiry and printing as required by the user. The history file can be maintained for as many years as desired and it can be purged at anytime based on a user defined entry date. 

·        The following is a listing of reports available:

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