Purchase Order Processing

This is an advanced module which can be purchase individually or with other advanced modules to complement the MCA core accounting package.  It integrates fully with every relevant MCA module.

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
• Extensive enquiry drilldowns

Security

Access and authority levels can be set per user.  Purchase Order forms are available for completion by every user with the appropriate security level set.  Purchase Order requests are collated by the system and can be easily approved or declined by a Manager provided the relevant authority level is met. 

Reporting

As with all MCA modules, extensive reporting in multiple formats is available.  Our Purchase Order Processing module includes all required reports.  Bespoke reports can also be set up and saved to ensure your exact requirements are met.  All reports can be stored as PDF documents and also include a “1-Click” to Excel feature.

A key feature within MCA is our complete transaction archive, this means that no transaction is ever deleted and a full audit trail is available for every transaction.  This also enables retrospective reporting to be run.