purchasing & importing

overview | features & benefits | optional modules

Optional Modules

Forward Contracting

Forward Contracting sees the import of goods (or local order on a long lead time) through several stages:

Bulk Forward contract – a bulk purchase commitment that can have multiple shipments called off against it.

Forward Contract – Commitment to purchase goods, including rough shipping dates, currency, budget on-costs and general product details.

Ship Contract – Ship’s papers give the detail to progress the contract onto the water with specific shipping details.  This may also contain pack details for timber importing.

Update Contract – amend the contract at any time to set currency rates and on-costs values.

Receive Contract – Receive goods to Quay (Quay may be set as a stock location on your system the same as any other branch).

Complete Contract – Confirm receipt of all goods and invoices against the original contract.

A wide range of ‘mix and match’ options are available on the Forward Contracting module for example, a contract can be raised at any level from input contract to completed contract; goods can be received contracted stage without going through the shipping stage.

Features & Benefits - Forward Contracting

• Multi-currency contracts – The currency of a contract is set by the supplier.  The rate is initially derived from the currency table, but can be amended when the currency is purchased to be at that specific rate.
  
  
• Call off from Bulk Contracts – Bulk contracts show a commitment you have made without impacting on your ‘good for’ value with the supplier.  They also make it easier to generate the contracts as call offs.
  
  
• Add on-costs – On-costs help build a true cost of getting the materials into stock.  Each on-cost can be in a separate currency, initially be a budget value until a suppliers invoice arrives, and be apportioned across the goods lines by volume, weight or value.
  
  
• Link Contracts to Sales Orders – A Forward Contract can be set with an ‘available for sale’ date (defaulted to contract date).  After this date any sales orders can be linked to these contracts.  Users can view all the sales linked to a contract and see the remaining free stock.  This can be used as a prompt for customer delivery on receipt of the goods either in yard or on the Quay.
  
  
• Multiple shipments per contract – One Forward Contract can have multiple shipments.  Each shipment retains the original Contract number, with a suffix.
  
  
• Ship with Bill of Lading numbers – On receipt of Ship’s papers the Bill of Lading numbers may be added to the product lines.
  
  
• Report on estimate arrivals, late shipments – Reports to forewarn Users that shipments are due for arrival, and alerting via e-mail of any shipments that have not being received on their due date.
  
  
• Produce Documentation for Shipper, Mill, Haulier, Quay and Customer from single job – The processing of just one job (contract, shipment or receipt) can trigger the production of all the documentation to the shipper, mill, haulier, quay and customer.  These documents can be of multiple formats and sent via print and post, fax, e-mail and xml

Purchase Invoice Integration

The Purchase Invoice Integration Module adds supplier invoices to the system, takes users through matching them to the purchase orders and then posts them to the Purchase Ledger

Purchase Invoice Integration Features & Benefits:

• Match Invoices to Orders – Confirm the value and quantities on a supplier invoice match the goods received.
  
  
• Post to Purchase Ledger – Will post authorised invoices to the purchase ledger.  This applies to users of UniLEDG, Sage Line 50 and Exchequer.
  
  
• Automatic Generation of Accruals – Option to generate and post accruals to the Purchase Ledger.
  
  
• Import Purchase Invoices using DbCapture – The optional DbCapture module, within Document Archiving, uses advanced optical character recognition (OCR) to speed up the import of purchase invoices onto the system.  When an invoice is received from a supplier for the first time the system is trained to recognise their style of document and where the key information is likely to be found on the page, greatly increasing the accuracy of document scanning.  The next time an invoice is received from that supplier the document is automatically imported and added to the system.