Purchasing utilizes a single, easy-to-learn, easy-to-use screen for all purchasing and receiving functions.

New purchase requests (unapproved P.O.s) are entered with a minimum of keystrokes using system-assigned or user-entered P.O. numbers. The approval process optionally prints user-defined P.O. forms.

On-order quantities for items are updated automatically by CounterPoint. New vendors, items, and stocking locations may be set up on-the-fly.

During receiving, P.O.s may be retrieved by P.O. number or vendor. A P.O. may be received in full with minimal data entry, or selected lines may be received. Unreceived goods may be backordered or cancelled.

During receivings, you can add more lines to a P.O. You can even create new items and stocking locations.

With the Serial/Lot Number Tracking Option, serial and lot numbers may be specified during receiving.

Receiving documents may be printed on user-defined forms. For merchandise that arrives without a P.O., a P.O. may be created on-the-fly during the receiving process.

Grids and Apparel

Full support is provided for two-dimensional color/ size (apparel) grids during P.O. entry, forms printing, viewing, receivings entry, and reports. Merchandise may be ordered by user-defined prepacks or size runs.

Multi-Location Purchasing

Full support is provided for Multi-Site purchasing and receiving. P.O.s may originate at the Hub and may be received at the Satellites against an electronic P.O.

The user may control whether or not purchase requests may originate at the Satellites, and whether or not Hub approval is required before Satellite P.O.s are finalized.

Allocated P.O.s

P.O.s may be created with preset merchandise allocations for up to 48 locations. Merchandise allocations may be optionally edited during receiving, then transfers from the receiving location to the destination locations may be automatically created.

Automatic Purchasing

Restocking orders may be automatically calculated and created by CounterPoint. The suggested order amount takes into account current inventory levels, commitments, backorders, in-transit merchandise, open P.O.s, desired stocking levels, and vendor minimum order requirements. Reorders may be calculated three ways:

• Min/max—Orders an item up to its desired maximum stocking level when it falls to its minimum (reorder) level.
• Replenishment—Orders enough of an item to replace what was sold during a specified time period.

• Days of supply—Orders enough of an item to ensure that inventory will last a specified number of days. You determine which time period to use for estimating the sales rate, so you can (for example) buy enough to last through year-end assuming you sell 10% more than you did last Christmas.

P.O.s may be created based on the item’s primary vendor, the vendor with the lowest cost, or a specific vendor.

Allocated, multi-location P.O.s may be created automatically for a group of locations.

Views and Reporting

A detailed history of P.O. receivings and cancellations may be retained for viewing and reporting. Open P.O.s may be viewed or printed showing quantity ordered, received, and backordered. Complete reporting on outstanding P.O.s is provided by a number of reports, including the Open P.O., On Order by Month, and the P.O.s to be Received Report.

Electronic Orders

Forms allows you to print user-defined P.O.s for your vendor or to output text files suitable for use in electronic ordering. Full Electronic Data Interchange (EDI) requires purchase of third-party translator and communications software.

Accounts Payable Interface

Received P.O.s and Returns to Vendor (RTVs) may be vouchered directly into Accounts Payable. Invoices may be vouchered to the original vendor or a third-party factor. A report of unvouchered receivings is provided.

Special Orders

P.O. lines may be copied from a customer's order entered in Point of Sale or Order Entry. This link allows special ordering from vendors to meet the needs of individual customers.

You can also automatically create purchase orders for multiple vendors from Point of Sale and Order Entry orders. For multiple customers ordering merchandise from a single vendor, you can create a separate P.O. for each customer, or you can consolidate multiple customer orders on a single P.O.

Returns to Vendor (RTVs)

RTVs may be entered, reviewed, and posted to record the return of merchandise to a vendor. The user specifies whether the RTV should reduce on-hand inventory. RTVs may also be vouchered into Accounts Payable to record credits with a vendor.