FocalPoint Purchasing

The effective control of the purchasing process in any organisation is essential. However, every organisation needs to be able to order goods and services when required in the most efficient manner possible. Purchasing processes are different for each organisation and as a result any software solution needs to have the ultimate flexibility coupled with excellent controls to ensure the smooth running of the operation.

Purchasing Requests

Any number of purchase request templates can be created. These can be configured to match any purchasing process, with independent rules for the data capture required and its associated authorisations. FocalPoint can easily accommodate both centralised or distributed purchasing models.

Consolidated Requests

For central purchasing decisions, approved purchase requests can be consolidated into one or more formal purchase orders. Consolidation rules are configurable and allow the purchaser to easily identify elements such as preferred supplier or best price. Purchase orders can be associated with projects and each consolidated purchase order can be limited to a single project if required to ensure budgetary control.

Purchase Orders

In distributed purchasing models, the workflow is different and revolves around the authorisation of the purchase request document. FocalPoint provides complete support for the online entry, authorisation and subsequent conversion of the purchase request into a formal order.

Authorisation

Multi-level order authorisation can be set up if required. Methods supported include department, project-based, and value-based rules, including the ability to reference and check appropriate budgets. Throughout the authorisation process, individuals can review the status of their purchase requests and be automatically alerted of any change that requires action. Once approved, purchase order documentation can be produced either within FocalPoint or Access Dimensions.

Goods Receiving

Often, the best person in the organisation to notify when goods or services have been received is the originator of the purchase request or its associated project manager. As a result, FocalPoint allows users to process goods received against purchase orders within the system, updating the Purchase Order module in real-time.

Invoice Register

Inevitably purchase invoices will be received into the organisation, which do not match any originating purchase orders. For these transactions, FocalPoint has an interface directly into the Access Dimensions invoice register module. This allows invoices to be coded, scanned documents to be viewed and transactions authorised to complete the purchasing cycle all from within the FocalPoint application.

Benefits

• Multiple form templates
• Independent workflow and authorisation rules
• Integrated alerts
• Multiple levels of approval
• Full integration with stock control and financials
• Attach documents to any purchase request