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Purchase Orders

The Purchase Order Module allows you to create and maintain purchase orders while automatically updating budgetary accounts.  The module maintains records of all outstanding purchase orders, recording an encumbrance when adding the order and a disencumbrance when adding a payment.  In addition, Purchase Orders integrates with the Fixed Assets, Vendor Payments, Inventory Control and Requisitions Modules to automatically create purchase orders.

Features:

  • Computer-generated purchase order forms with print security
  • On-line data entry edit for:
  • Account Number
  • Vendor Number
  • Purchase Order Number
  • Encumbrance accounting interface with general ledger and budgetary records
  • Displaying purchase order file for examination and maintenance
  • Create the appropriate disencumbrance automatically when payment is made against a purchase order
  • Automatically approve purchase order via user defined criteria including purchase order amount
  • Remove outstanding encumbrances automatically
  • Associating purchase order items against one budgetary line item or against multiple line items (percentage or dollar amount)
  • Vendor delivery information
  • Supports Electronic Data Interchange (EDI) for sharing data with vendors for bids, purchasing, and payments
  • Real time updating and checking of account balances
  • Fixed Asset Master record created at time of purchase order

Standard Reports:

List of purchase orders and or Open Purchase Orders by:
  • Account Number
  • Vendor Name
  • Delivery Date
  • Purchase Order Number
  • Issue Date
  • Final Only



In addition, User Defined Reports are available using the Report Generator.