PorterSoft Solutions... Manage Your Entire Business With a Simple Click | PorterSoft Solutions
  • Down arrow Features
    Virtual Office
    Accounting
    Purchasing
    Sales
    Inventory
    Employee Time
    Setup
    Go Mobile...
    Merchant Services
    Build My Application
    Full Feature List...
  • Down arrow Support
    FAQs
    Contact Us
  • Pricing
  • Down arrow Sign Up
    Customers
    Earn a Residual 10% or more...
  • Terms
lock Customer Login
Questions?
Email Us Now
Faded line
Free 30 Day Trial. No Commitment or Payment Information Required. Signup and Login within Minutes.


Loading...
Loading
Virtual Office | Accounting | Sales | Inventory | Employee Time | Setup

Purchasing Features

View in-depth features

Homepage and Dashboard:

Select the purchasing main menu as your startup page when logging in. The main menu gives you access to frequently used modules within the system such as:

CheckmarkCreate Misc. POCheckmarkCreate Standard PO
CheckmarkReceive / Edit POCheckmarkSubmit Pending PO
CheckmarkFrequently used reportsCheckmarkPurchasing dash board which displays current activity


Choose the main dash board as your start page which gives you an overview of all business activity:

CheckmarkAccounting
CheckmarkPurchasing
CheckmarkSales
CheckmarkInventory
CheckmarkVirtual Office
CheckmarkEmployee Time
CheckmarkSetup


Choose the purchasing dashboard as your start page. Any and all purchasing activity that requires your attention can be accessed from this page. Red links direct your attention to high priority items requiring immediate action. All program links and titles are customizable giving you the ability to change terminology. The dashboard consist of:

CheckmarkA Purchasing rule tracker tab panel which displays current status of po rules put into place
CheckmarkA customizable purchasing overview panel which displays all purchasing activity. Items with activity are highlighted and linked and items highlighted in red are high priority items which are linked as well
CheckmarkA customizable performance indicator tab which displays period comparisons with values, percentages and change indicator red or green. Once viewed you know immediately how your company is doing by comparing previous periods
Checkmark A "Top 5" indicator that displays your top 5:

  • Vendors (POs submitted)
  • Employees (POs submitted)
  • Divisions (POs submitted)
  • GL accounts (POs submitted)
  • Divisions (PO receipts)
  • Employees (PO receipts)
  • Warehouse locations (PO receipts)
  • GL accounts (PO receipts)
  • CheckmarkProgram titles are customizable
    Checkmark Numerous graphs to choose from to display on your dashboard:

  • Purchase Orders Submitted
  • PO Receipts
  • PO Receipt Confirmations
  • Credit Confirmations
  • Price Changes

  • Select from multiple periods to graph on as well as multiple options for x and y axis. Choose from five different graph types with 3D support. Each of these graphs can be combined for comparison such as POs created vs PO receipts

    Purchasing Main Menu



    Main Dashboard



    Purchasing Dashboard



    Dashboard customization


    Faded line

    Create misc. PO


    Create PO from database (view inventory)


    Review PO order before submission


    Receive / confirm PO receipt


    View receipt/confirmation history details


    Create favorite database


    Grant access to favorite database


    Duplicate favorite


    Ordering and Receiving:

    CheckmarkCreate standard, recurring or misc purchase orders
    CheckmarkCreate 1 or 100 purchase orders at once
    CheckmarkStart your purchase orders and save for later submission
    CheckmarkDirect ship PO to customer
    CheckmarkMisc POs are items that don't exist in the database. When creating misc POs you have the option to have items added to your products database thus building your inventory as you go
    CheckmarkQuick add new vendors or customers instead of jumping from one screen to another to add new customers or vendors
    CheckmarkOrder for multiple divisions, multiple customers from multiple vendors at once
    CheckmarkPrice masking of po items
    CheckmarkCreate POs from your products database by searching favorites or duplicating history purchase orders. Save searches for future ordering
    CheckmarkWhen adding inventory items to a PO you can view your inventory breakdown. Display all of your warehouse locations and available inventory. Drill down further into on hand amts to view transaction history of inventory
    CheckmarkSet PO high and low limits for each division to control and have sustained inventory. When low levels are hit the system will automatically stage the low level items to a employee to be submitted as a new PO to replenish stock. When high levels are hit PO items can be not allowed to submit or require approval
    CheckmarkSetup tier pricing for bulk purchasing
    CheckmarkPrior to submitting purchase orders all items with like vendors, divisions, ship methods are grouped together displaying each PO to be submitted with totals, ability to add tax and shipping. Minimum bill amounts can be set at the vendor level to ensure PO acceptance before submitting
    CheckmarkAdd any special instructions or shipping notes with wysiwyg editor for better visibility of any important instructions
    CheckmarkMake any last minute changes such as shipping location or being direct ship to customer
    CheckmarkWhile on the PO submission screen you can set any or all of the purchase orders to recur at any frequency
    CheckmarkYou have the ability to select which purchase orders you want to submit now while saving the others for later submission
    CheckmarkOnce POs are submitted system checks for approval requirements. If found an email notice or txt msg will be sent to the approver alerting them of purchase orders to be approved
    CheckmarkOnce PO has been approved or declined notice or txt msg is sent back to employee
    CheckmarkAll activity is logged in the internal PO notes section
    CheckmarkOn PO printout you can click supporting documents to view any documents that were uploaded or product related documentation such as msds. Also view any activity associated with this PO like PO receipts, credits, customer invoices or sales orders that may have been created from direct ship POs
    CheckmarkManually email PO to vendor with email form pre filled. Set read confirmation to alert you once email has been viewed
    CheckmarkConvert PO direct to PDF
    CheckmarkReceive PO items into warehouse locations
    CheckmarkAuto processing is a very powerful function that is used throughout the system. This option, used in PO receipts, loads all receive values with order qty making receiving PO items a task quickly done
    CheckmarkAdd internal notes to PO as well as individual line item notes
    CheckmarkEdit PO details (qty, price, description, etc.) or add other items to PO right from receive items screen
    CheckmarkThe system automatically tracks price changes. If a price has changed for a PO item, once that change is made the system logs and sends notification to selected users alerting them of a price change. Depending on user level of employee editing price an approving authority may be notified to approve the price change to be saved to the database. Purchasing agents can then analyze price change history to look for any constant price increases
    CheckmarkView all notes and activity associated with PO from receive/edit screen
    CheckmarkDrill down into received total to view all receipts for specific PO items. If direct ship you can drill down into shipped total to view all shipments and invoices created showing wholesale and retail cost and all related details
    CheckmarkVendor lot # supported
    CheckmarkTrack credits for damaged goods
    CheckmarkReceive back orders
    CheckmarkFor direct ship POs (with or without sales order) invoicing customer can be done directly from po receipt or po confirmation. Select option to not generate invoice, generate a completed invoice or stage invoice items to create invoice at a later date. For orders paid via credit card once PO shipment is confirmed the credit card is automatically settled completing the order life cycle
    CheckmarkAn optional feature is PO receipt confirmation for accounting to confirm receipt of PO items
    CheckmarkFor those frequently ordered items create a favorites list to order from. Favorites can also be used to order like products for different divisions that may have different gl account codes
    CheckmarkSelect who can access favorites list
    CheckmarkDuplicate existing favorites for speedy creation of new favorites
    Faded line

    Purchasing Rules:

    CheckmarkSetup PO rules or bulk create rules to control purchasing
    CheckmarkWhen bulk creating rules history averages are automatically imported with option to edit before submitting. Bulk create rules by:
  • GL Account
  • Division
  • Vendor
  • Customer
  • Purchasing Agent
  • CheckmarkAdd rule widget to your dashboard for viewing upon login
    CheckmarkDuplicate PO rules
    CheckmarkSpecify how you want to track rules reported:
  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Annually
  • CheckmarkEnter rule amount per period that can be disbursed throughout all periods within the rule begin and end date or specify custom amounts for each period
    CheckmarkSpecify one or many combinations of filters when creating purchasing rules:
  • Type (direct ship, non direct ship or both)
  • Customer
  • Division
  • GL Account
  • Purchasing Agent
  • Vendor
  • Product
  • CheckmarkBe informed, view your previous history averages of purchase orders reported when creating and editing rules along with an overall average. These averages are updated based on the filters you specify
    CheckmarkSet action to be taken when rules are broken. Flag item, warn user, deny PO or require approval. Notification automatically goes out to rule admin when POs are submitted if rules have been broken. If PO warrants approval, the approving authority will receive a email or txt msg alert
    CheckmarkSpecify who has access or can edit purchasing rules
    CheckmarkUpload supporting documents to purchasing rules
    CheckmarkAnalyze PO rule data with toggling graphs and charts
    CheckmarkPurchasing tracker can be set to show on employees dashboard

    Create / edit PO rule



    Create multiple rules



    Rule summary view


    Faded line

    Vendor Contracts:

    CheckmarkSetup vendor contracts to monitor your contract pricing with vendors
    CheckmarkAdd any number of products to your vendor contract
    CheckmarkSetting up vendor contracts allows for bulk updating of all product pricing on contract at once
    CheckmarkSend alert x number of days prior to contract expiring
    CheckmarkUpload any supporting documents
    CheckmarkSetup threshold alerts (at any frequency) to monitor contract activity during the term of the contract
    CheckmarkAdd as many threshold alerts as needed. Choose alert method (cash, accrual or purchasing) to target a specific period in the transaction life cycle. Ex: choose purchasing to key off of purchase orders submitted, choose accrual to key off of payables entered and choose cash to key off of payments made
    CheckmarkAdd threshold alerts for specific product targeting. Set alerts to monitor a specific group of items within the contract
    CheckmarkAlso use threshold alerts as a way of monitoring contract product activity
    CheckmarkSet alerts to only send when a specific threshold is met or send unconditionally. Attach PDF, excel or word details as well
    CheckmarkSpecify alerts to run at any time of the day. Alerts can also be sent as text messages

    Create / edit vendor contract



    Add items to vendor contract



    Create threshold alert

    Faded line

    Sample report view



    Saved reports



    Automate report



    Export report with custom header


    Printing and Reports:

    CheckmarkSet one or any combination of filters
    CheckmarkSelect from many columns to show on report
    CheckmarkMulti column sorting
    CheckmarkExport to multiple formats with on-the-fly custom wysiwyg headers
    CheckmarkSave and memorize unlimited number of reports
    CheckmarkAutomate saved reports to be sent out at any frequency
    CheckmarkShare saved reports with other employees
    CheckmarkAll of these filters can be toggled to graph view in which you can graph any column available in data view of report
    CheckmarkWhen in graph mode there is a selector to specify your series axis. For example If grouped by division each division would have its own series for data comparison
    CheckmarkBulk print transactions such as:
  • Invoices
  • Purchase Orders
  • Sales Orders
  • Payment Receipts
  • Expense Reports
  • Tasks
  • Credit Memos
  • PO Receipts
  • Etc.
  • CheckmarkDuplicate transactions from report view
    CheckmarkSelect and add transactions and reports to your watch list. Access your watch list from any screen
    CheckmarkDrill down into transaction details
    CheckmarkBelow are default reports (custom reports available):
  • Purchase Orders - All (Summary)
  • Purchase Orders - All (Detailed)
  • Purchase Orders - Receipts (Summary)
  • Purchase Orders - Receipts (Detailed)
  • Purchase Orders - Receipt Confirmations (Summary)
  • Purchase Orders - Receipt Confirmations (Detailed)
  • Purchase Orders - Credits (Summary)
  • Purchase Orders - Credits (Detailed)
  • Purchase Orders - Credit Confirmations (Summary)
  • Purchase Orders - Credit Confirmations (Detailed)
  • Purchase Orders - Open (Summary)
  • Purchase Orders - Open (Detailed)
  • View Product / Service Price Changes
  • Purchase Orders - Direct Ship Awaiting Confirmation
  • Virtual Office | Accounting | Sales | Inventory | Employee Time | Setup



    If you have any questions about the software that we offer, please contact our team today!
    We can't wait to answer any questions that you may have.



    Please be patient... Your company is being created...
    Loading

    Signup for a 30 day trial.
    All fields required. After entering all information click "Free Trial". You will receive a activation email to activate your account.


    Close Window | Edit Options | Clear Options



    SSL

    website security
    Features
    Virtual Office
    Accounting
    Purchasing
    Sales
    Inventory
    Employee Time
    Setup
    Go Mobile...
    Merchant Services
    Build My Application
    Full Feature List...
    Support
    FAQs
    Contact Us
    Pricing
    Signup
    Customers
    Earn a Residual...
    Terms
    Home
    cc
    ach Facebook
    Twitter LinkedIn
    Google+

    PorterSoft Solutions © 2017
    5408 Olden Porter Rd.    Pendleton SC, 29670    [email protected]
    Direct: 864.556.6962