purchasing cycle to retain personal and financial supplier information and follow up their accounts in different currencies.
Follow-up and update each supplier's balances, bills due, and payments.
Maintaining supplier quotations for each item, the quality class, the period of supply, and the way of payment for easy choice of the best offers.
Register the tax data for each supplier.
Follow-up the open supply orders to inquire about the required quantities, what has been supplied and what remains by multiple discount on the purchase bills with sales tax processing, discount and addition taxes.
Follow-up the open and paid purchase invoices with the possibility of knowing the status of any invoice.
Follow-up the payment to suppliers, whether in cash or payment papers, with the possibility of determining payment for specific invoice.
Follow up the movement of the payment note, starting from starting from delivering to the supplier and even collected or rebounded,
The system allows to follow the promotions offered by the supplier to increase sales in specific periods
The possibility of making direct purchase and appear directly in stock and finance.
Representatives
Adding the names of the representatives to be used in the procurement (purchasing) cycle.
Types of supplier service
Adding the types of additional services that will be added to the purchases, which are considered additional costs that are charged to the cost of the item such as the purchase consignment. Where the type of service is entered and linked to an account from the accounts directory.
Documentary Credits
Documentary credits are considered as one of the important tools used in financing foreign trade operations from import and export, and as they are done through the banks, as this gives them security and stability due to the confidence of the importer and exporter, through the banks, in the implementation of these credits documentary.
The exporter knows that he will receive the value of the exported goods as soon as he fulfills with the conditions mentioned in the documentary credit. Also the importer knowns that the bank who has opened the credit will not pay the value of the goods until it has made sure that the conditions agreed upon in the documentary credit are implemented.
Definition of documentary credit
It is a letter of undertaking issued by the bank that opened the credit upon the request of one of its importing clients (the buyer) in which the bank undertakes to pay an amount or to authorize another bank to pay or accept withdrawals in favor of the beneficiary, who is the exporter (supplier) in exchange for receiving documents that conform to the conditions agreed upon and mentioned in accreditation.
Cycle of documentary credits in the system
Opening the documentary credit
Purchase order
The purchase requisition is the first step to be executed in the procurement cycle as the purchase requisition is added by the warehouse department to be pproved from the Procurement (Purchas) Department.
The purchase order and the items are added and then installed, and the status of the purchase order remains new until it is transferred to a purchase order and closed by the Purchases Department.
There are cases at the order level and they are
New: When the order is new added.
Partial: When a part of the order quantity is used in purchase orders.
Close: When buying the whole order or closing the order manually.
Purchase Order
When entering a purchase order, we have two options: First: choosing the items from a purchase order. Second: Adding the items from the purchase order directly.
In case that items are entered from the purchase order, it is not necessary to choose the entire quantity in the order. The approved quantities are entered from the Procurement Department, and the remaining quantities in the order that have not been used and are not needed, the order is closed as mentioned previously.
There are cases at the purchase order level, and they are
New: when the purchase order is new added.
Partial: When a part of the quantity is used (purchased) in the purchase order.
Close: When using the whole purchase order or closing it manually.
There are cases at the item level inside the purchase order, and they are
New: When the item is new and no quantity was used (purchased) in the purchase consignment.
Partial: When part of the item quantity is used (purchased) in the purchase consignment.
Close: When using the entire quantity of the item or closing the remaining quantity of the item.
Purchase consignment
The purchase consignment consists of receiving quantities and gifts and entering them into stores. The consignment results appear as a record in the entry of goods into stores, and through the shipment any extra costs to the cost of the item shall be charged, such as: Transportation fee: Also, the sub-documentary credit related to the consignment is added.
The purchase order and the items are added and then confirmed, and the status of the purchase consignment remains new until it is transferred to a purchase invoice and closed.
Also, the items are added in the purchase order from purchase orders or purchase invoice.
There are cases at the level of the purchase consignment, and they are
New: when the purchase is added new.
Partial: When part of the quantity is used in the purchase invoice.
Close: When using the entire purchase shipment or close it manually.
There are cases at the item level within the purchase consignment and they are
New: When the item is new and no quantity was used in the purchase invoice.
Partial: When a part of the item quantity is used in the purchase invoice.
Close: When using the entire quantity of the item or closing the remaining quantity of the item.
purchase invoice
It is a process of proving the entitlement of the purchase invoice to the supplier in the books of the enterprise, and the supplier's invoice results in proof of entitlement entry, and the approval of the documentary relating to the invoice is added as well as any discounts entered on the supplier's invoice.
Also, the items are added to the purchase invoice from the purchase orders or purchase consignment.
Direct purchase
It is a process of purchasing and receiving goods and proving the supplier's entitlement in one process without the need to split the purchase process into a consignment and then bill. Also any additional costs are added to the purchase process.
When fixing the direct purchase invoice, the stock is affected by the purchase process and the supplier's debt increases at the same time
