The Eclipse-fm® purchase orders system covers the whole of the ordering cycle, from initial requisition, through approval and order placement to goods receipt and stores update. It will handle orders for both physical goods and for services, and provides real-time updating to Finance (Cost and Budget centres) and Stores.
At all stages of the ordering cycle Eclipse-fm® maintains an audit trail, easily viewed from each order. This includes any changes to the order, and logs who created and authorised each stage or change.
Provision is made for approval by appropriate authorising staff at appropriate stages in the cycle.
Access by users to Purchase Orders data may be set to allow for only "My Site" or "My Store" via the User Access Constraining mechanism.
Where an external accounting system is used, data exchange between that and Eclipse-fm® may be developed.
Detailed Features
All Requisitions and Purchase orders information is gathered together into one place.
Multiple tabs handle
- Line Items
- What, how many, item price
- Goods received
- What, how many, outstanding, delivered, allowing for part delivery
- Post Invoices
- As above, but with details of invoices raised, allowing for part invoicing
- Post Credits
- Similar to Invoice, but allowing for posting credits against invoices
- Authorised Actions
- This is the Purchase Orders “Control Centre”. It controls the progress of an order in its several stages, from authorisation as a requisition, through approving and placing as an order, receiving goods, posting invoices, and on to completion and sign off. At most of these stages amendment may be needed and is provuded for. At all stages, a transaction record is provided as a permanent audit trail.
The whole process for any one order can be viewed from the one place, or by remaining on one of the tabs, several orders can be processed in sequence.
- Purchase Orders is Linked to
- Stock management
- Budget and Cost centres.
- Stock and financial details are updated from every appropriate stage of the Order process
- The Budget Centre and Cost Centre associations remain the same
- Cost Centres can now be named as you require
- Easy (and fully audit trailed) updating and cross posting of Budget and Cost centre amounts.
Purchase Order management is of necessity a fairly complex process, and one that needs both a method of controlled progression, and a record of that progression. The Eclipse-fm® Purchase Orders System meets both of these needs.
Click here for a printable (PDF) data sheet covering Purchase Orders, Finance and Stock Control
