Purchasing

Efficient purchasing

PSIpenta ERP core purchasing integrates the functions of operational purchasing, such as RFQ, purchase orders, subcontracting, receipt of goods and invoice checks. The top priority is the on-time procurement of materials and services at the most favourable conditions in each case. Outline agreements, vendor/item references and purchasing statistics as a basis for vendor assessment round off the Procurement module and mean that the user saves time on completing routine tasks.

Features

  • Prioritisation of the punctual procurement of materials and services under the most favourable terms and conditions
  • Automatic processing of all transactions according to specific criteria
  • Handles make-or-buy decisions
  • Uniform approach from vendor assessment to invoice checks
  • Evaluations, reminders and delivery reminders
  • Extensive functions for reliable purchasing monitoring

Purchasing processes

The Purchasing module works independently of processes or with reference to specific customer orders or work orders. The following purchasing transactions are available:

  • RFQ
  • Offer
  • Purchase order
  • Outline agreement (including subcontracting and value contracts)

One-off item orders (one-off parts with no item number), special orders with no order reference (e.g. consumables) and orders for services are possible. Receipt vouchers with no purchase order reference are fully supported.

As well as the option of entering purchasing transactions manually, purchase orders can be created from a purchasing planner's purchase order proposals on-hand using the automatic Purchase Order generation feature for processed or complete purchase order proposals. The material planner initiates delivery calls directly on the basis of outline agreements and plant purchase orders (extended workbench).

For outline agreements, a message can be set to appear when a specific delivery quantity or a defined date is reached. Outline agreements are mapped with reference to items or as a value contract.

Purchasing-related delivery restrictions are created for each vendor and order-based procurement is controlled. PSIpenta Purchasing supports management of incoming declarations of origin from vendors to ensure that preferential costing is implemented correctly. This determines items' exemption from customs duties.

All operations, from vendor selection through to document summary, are carried out automatically based on specified criteria.

Vendor/item references

The vendor/item reference summarises the specific conditions from vendors for a specific item and represents these from various perspectives. The conditions from different vendors are entered manually or automatically and incorporated into procurement transactions. Agreed value contracts use the prices and conditions for the corresponding vendor stored in the vendor/item references. The purchase order price comparison returns the best vendors for a specific situation. Here a vendor can be selected according to price, purchasing lead time or other criteria of your choice.

Vendor quotas

To ensure risk diversification for purchased items, different vendors can be specified for one item in PSIpenta Purchasing along with a quantity quota displayed as a percentage. When creating the purchasing proposal list, the quantities are split according to this quota. This results in multiple purchase orders for the relevant vendors, each with the corresponding quantities.

Subcontracting

The integrated subcontracting feature for assemblies or operations supports the implementation of make-or-buy decisions and helps to overcome temporary capacity bottlenecks. Procurement of consignment material is also fully integrated. Material provision to vendors is based on orders or provided stock.

Special requirements

In the course of business, unplanned requirements may also arise of which the buyer is not initially aware. They can be entered and requested by employees outside of purchasing. Depending on their permissions, a special requirement generates a purchase order proposal, a purchase order request or a purchase order. The request status provides information about the status of the purchase requisition. Analyses indicate which purchasing transactions are linked to special requirements and who initiated procurement.

Cast part orders

For cast part orders, purchase order quantities are often displayed in units. By contrast, prices are stated per kilogram or tonne. In this case, price scales are dependent on the weight. The software provides a variable basic quantity unit for these items as the vendor cannot specify the exact anticipated weight at the time of purchase order generation. During goods receipt, the corresponding weight is entered and the price scales are used to find the correct price.

Goods receipt check

The goods receipt check is integrated into goods receipt. Upon receipt of goods to the warehouse, goods receipt stock or directly to production, the stocks are managed in Inventory Management and material movement is tracked using entries in the item journal. The purchase order transaction data relating to completed deliveries is updated automatically. It is possible to make partial deliveries and returns to vendors.

Purchasing monitoring

The Purchasing module allows you to monitor procurement using overviews, analyses and statistics based on procurement dates, quantities and values. The monitoring functions for all purchase transactions generate reminders and warnings. The workflow includes definable warning intervals. Extensive overviews are available for automatic monitoring of all procurement tasks.