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Purchase Orders and Costings

The DesCom Purchase Order and Costing System has been designed for businesses that need to:

  1. source goods from local and overseas suppliers,
  2. source goods that will be brought into stock as finished products, and
  3. source goods that will be used as components in manufacturing and spare parts where:
    • conversion from many currencies has to be accommodated and controlled
    • delivery lead times can extend to many months and need to be closely tracked
    • there are alternative suppliers for the same or equivalent items
    • supplier pricing is critical, may need to be negotiated frequently, and variations are detected immediately they occur
    • shipping container optimisation is required to minimise shipping costs.

Accessing the databases for Accounts Payable, Inventory Management, and Production Scheduling, the system generates purchase orders after taking into consideration Finished Goods and Manufacturing inventory requirements, vendor performance history, best prices, terms and lead times; ensuring the correlation of internal product codes with the relevant product codes of each supplier.

In some countries and overseas ports, freight forwarders may be used to consolidate shipments from a number of suppliers into one container load. To assist in the tracking of deliveries from suppliers to the freight forwarders, and assist with container optimisation and shipment costing, "Freight Forwarders Summaries" and "Shipment Consolidation" reports are produced. The system also diarises when goods are due to be received, and automatically produces Goods Inwards Notes to alert the warehouse.

A very important part of the system is completing the costing of each shipment. This process begins when shipping papers are received and shipments are consolidated. The costing process picks up each cost factor including (but not limited to) such items as suppliers cost ( FOB, FIS, etc. ) freight, insurance, cartage, landing costs, etc., right up to the time the goods are received at the "goods inwards" bay. At this time the shipment costing is completed down to the cost per item, which is then compared with standard and average costing, and any variations investigated, reported and actioned immediately. At this point the goods can be taken into stock at their actual cost, and the Accounts Payable, Inventory Manager, and General Ledger are updated. Because these inevitable variances are accounted for as part of the costing process, it can be seen that Inventory Manager, Accounts Payable, and General Ledger always reconcile.

It can be seen that such a complete and comprehensive system streamlines and increases the accuracy of your companys procedures, thus saving both time and reducing expenses.