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Purchase Order

The Bluegrass Purchase Order module includes all the standard features you expect from a purchase order system such as updating inventory on hand, on order, and back order, but the Bluegrass Purchase system does much more.

The Bluegrass Purchase Order module updates your last cost as each purchase order is entered. This assures current cost figures. But what if you make a special purchase and you don’t want this reflected in your last cost? Just say no to "update last cost" and this feature is skipped.

Job Cost and Service Management are updated when the purchase order is received, eliminating the problem of materials not being charged to the job. Any extra materials can be charged to stock. Lump sum orders are tracked by dollar amount and items received.

Purchase orders are electronically matched to the Accounts Payable invoice. Never again pay an invoice for more than you were quoted. Freight may be entered as a separate item on the invoice and multiple shipments are no problem.

Features:

This program allows purchase orders to be entered, printed, reviewed and received.

There are several reports, including a receiving report, various open order reports and history reports.

Purchase order history can be maintained for future reference.

Purchase Order module allows you to automatically track the last cost for an item, the last vendor purchased from (or last 3 purchases, depending on the control file option you have chosen).

Purchase Order Interfaces to Other Modules

Purchase Order integrates to optional Bluegrass Wireless Warehouse module for receiving. Simply scan the manufacturer bar code on the packaging and automatically cross-references to your own item number.

Estimating can automatically create a purchase order. Modifications can be made in Purchase Orders before printing or faxing.

When an item is received, the total amount of the received item is passed to Accounts

Payables. The supplier invoice may not be entered for more than this amount.

At the time of receiving, Job Cost is also updated with this same amount. One purchase order may be split between several jobs or between jobs and stock.

If the purchase order was for a Work Order, the detail is transferred to Service Management, with the correct price per your chosen mark-up method.

For stock items, the quantity on hand is updated in Inventory. For all items the last cost is updated and the cost per vendor is saved. Purchase Order History is maintained per item and for as long as desired. This provides the cost, quantity, and vendor for each item.

Below are some of the other Bluegrass features:

	View all Purchase orders for a job, vendor or buyer-simply enter the desired filter information and hit the search button.
	If you wish to see the detail of a particular PO, simply highlight it and drill down to view details.
	If you wish to make a modification to a purchase order or see comments…you can select the modify PO button from either inquiry screen.
	Provides a Material Tracking Report, giving a complete picture of materials on each job
	Prints shipping tickets
	Supports flexible cost updates.
	Submittal and O&M tracking.
	Can be automatically created from Estimating.
	Supports Bar Coding.
	Prices are maintained with 5 decimal positions.
	Purchases are entered for both stock items and directly for jobs.
	Multiple receipts are supported against a single purchase order or line item.
	Price lists by vendor are maintained.
	Supports electronic transfer.
	Identifies payment terms, shipping terms, ship via, and FOB point.
	Allows special instructions, unlimited messages, and notes for each purchase order.
	Tracks order date, requested delivery date, and date received.
	Codes frequently used shippers and terms for quick entry.
	Integrates with Bluegrass’s Inventory module to increase speed during data entry.
	Supports an inventory database if you do not need Bluegrass’s Inventory module.
	Supports taxable, non-taxable, and special order items.
	Supports discounts for each line item.
	Allows editing of purchase order line items during the receiving process.
	Provides vendor, item, and job searches.
	Distributes to General Ledger and Job Cost by line item.
	Allows the closing of purchase orders, even if not received in full.
	Interfaces with Estimating, Inventory, Accounts Payable, Job Cost, and General Ledger.
	Select correct price per vendor.
	Allows view of all vendor prices for the item.
	Cross reference search to vendor part number.
	Cost distribution by item to profit center.
	Automatically ship to office or job site with ability to modify.
	Automatic numbering of P.O.’s as they are entered with the ability to override sequential number.
	Enables you to generate P.O.’s by division.
	Enables you to identify “buyers” authorized to issue P.O.’s
	Enables you to enter the date an order is required with a management report available identifying items that are late.
	Enables you to handle non-stock items and comment lines on the P.O.
	Enables you to add new vendors to BG’S Account Payable module and inventory items on the fly
	Enables you to interface to inventory, updating quantity on-order and on-hand.
	Enables you to assign P.O.’s to service tickets in Service Management.
	Interface to Job Cost to reflect committed costs.
	Open P.O. report listing all open orders by item, vendor, job, service ticket, or order processing order.
	ODBC option provides the ability to create customized reports.
	P.O. history available in detail, or summarized, by job, vendor, or service ticket.
	There is no time limit for storing history.
	Purging of history can be done by job, division, vendor, or P.O. numbers.
	Receiving documents automatically generated for use in receiving area to record quantity of each item received.
	Capacity to print bar codes labels for items received
	Capacity to charge or cancel P.O.
	Automatic warning if invoiced amount exceeds P.O. amount.
	Capacity to use terms established in BG’S Account Payable module for automatic computation of invoice due date, discount date and discount amount.
	Invoice information entered in P.O. maybe posted directly to Accounts Payable module.
	Backorder fill report indicating customer backorder that can be filled as a result of items received.
	Committed Job Cost, drill down from Job Management, listing each line item ordered for a job.

Interfaces to:

	Accounts Payable
	Inventory
	Service Management
	Job Management
	General Ledger
	Estimating
	Service / Dispatch
	Quote / Counter Sales
	Submittal and Operation Man
	Project Management
	Estimating
	Wireless Warehouse

It All Checks Out !

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Bluegrass Technology, Inc.

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