Our Purchase Ledger module provides flexible payment routines and fast retrieval of supplier information, invoices and payments - whether current or several years old. Strong financial controls exist to prevent duplication and unauthorised payments being made.
The following features are all easily manageable and accessible within the Purchase Ledger:
- Invoice registration and costing either as a single operation or as separate processes
- Invoice matching
- Flexible controls over approval and payment
- Printing of cheques and remittance advices designed to your requirements
- Integration with third party BACS payment software and fax software
- Flexible cost allocations
- Multi period
Processes
Purchase invoice entry into MCA has been designed to be fast and efficient. The internal reference and Due Date can be automatically generated as well as the auto calculation of VAT, Tax, retention discount and CITB. These have all been developed to help reduce the administrative work involved, however they are optional and can be switched on or off accordingly. These details can all be amended once they have been input.
All the transaction types are available i.e. invoices, credit notes, cash, journals etc… Transactions can be costed to multiple contracts with multiple analysis and/or to a nominal code. As with other MCA modules there is the on-hold functionality. The Purchase Ledger also enables the supplier codes and transaction status to be modified if required.
Purchase Ordering
Our Purchase Order Processing module enables the production and management of material, plant and Subcontractor orders. It subsequently facilitates the matching with goods received notes and eventually the invoice or certificate with full control through to payment.
Purchase Orders can be produced for dispatch to a supplier via normal post, email or fax. Alternate addresses to those held on the Purchase Ledger account can be used. Multiple contact addresses can be used for delivery location along with contract specific notes for transport information.
Our order enquiry system has been developed to assist fast searching of all orders placed displaying the following information; status of each order with outstanding values/quantities ordered, received not invoiced and invoiced. Each order line can be viewed showing all relevant information.
Our module has been designed with the end user and working practises in mind, to this effect, extensive enquiries are possible. Enquiries can be based on one of more of the following criteria, Order, Contract, Supplier, Store, Product, Buyer and Order Status, Order Date and Product Text.
It includes the following functionality:
- Bulk orders/call off order
- Material and Subcontractor ordering
- Material orders may be placed for either stock, contracts or overhead items
- Multi levels of discount by value or quantity
- Optional GRN registration
- Matching facilities for invoices received against GRNs/Purchase Orders
- Committed costs are updated to job record giving cumulative committed costs
- Total for goods delivered not invoiced
- Invoice posting reduces reserves and generates actual cost
- Invoice posting compares against original order value
- Analysis against cost heads, sub jobs or operations
- Email or faxing of documents
- Multi line free format text entry
- Text library
- Company specific Purchase Order format
Payments
The payment routine is very controlled and flexible yet easy to use. Our Purchase Ledger module allows the selection of either full debt or individual transactions, with the additional ability to part pay if required. Payments can be made to individual suppliers or multiples in one go. MCA allows payments to be adjusted and amended before updating. Factor payments can also be set up within the MCA Purchase Ledger.
Payments can be made by cheque or BACS. Incorporated within the system is cheque printing and where necessary the facility to reprint if required. BACS files can be produced if they are required. Remittances can be printed using either plain or letterhead stationery.
Multi Currency
Our Multi Currency module allows the user to define their own base currency. Any number of alternate currencies can be created and there is no limit on the number of exchange rates which can be held against each currency. Exchange rates can be maintained daily if required.
MCA offers the ability to record supplier and subcontractor invoices in most decimalised currencies. Multiple bank accounts are supported and payments can be made to suppliers in the currency in which they invoice. VAT details are captured in the local currency of the prevailing Tax Regime, even if the original invoice is in a different currency.
The system calculates exchange rate differences and passes full currency analysis into the Nominal Ledger, for detailed management reporting. It calculates, holds and reports Home and alternate currencies in every line of every transaction.