Purchasing and Inventory Control

Optimize Buying and Purchasing

Purchasing and Inventory Control

Optimize buying and purchasing to increase margins

Every small business needs a systematic approach to managing the procurement process, from requesting vendor quotes, to creating purchase requests and paying vendors. SAP Business One helps manage the complete order-to-pay cycle, including receipts, invoices, returns, and payments. Integrated reporting tools let you easily compare suppliers and prices to negotiate better deals and identify opportunities for cost savings.

Procurement –

Create purchase requests, POs, and goods receipts; link purchasing documents and view document trails for audit purposes; and manage returns, additional expenses, and multiple currencies.

Warehouse and accounting integration –

Achieve real time synchronization of goods receipts and inventory warehouse levels;

Master data management –

Manage detailed data in a user-friendly interface, view account balance and purchase analyses, and maintain detailed item purchasing information with price lists and tax information.

Process accounts payable -

Invoices, cancellations, and credit memos with a PO reference; plan your material needs; and schedule your purchases accordingly

Easier, up-to-date reporting –

Generate reports with real-time data and display them in various report formats or dashboards.

Purchasing ManageMent with SAP Business One

Manage Procurement and Integrate Warehouse and Accounting

Purchasing management is a core functionality of the SAP Business One application that enables you to use its integration features to manage your entire procurement process from purchase order creation to vendor invoice payment.

You can create purchase orders in easy-to-understand screens and use the stored data as a basis for subsequent goods receipts. Follow-on vendor invoice documents can be created simply by referencing purchase orders or goods receipts and thereby transferring relevant data. Return unsatisfactory shipments to your vendor using the goods return function, and post credit memos upon receipt. The document trail in SAP Business One captures and links every document created during a purchasing process.

SAP Business One enables you to manage item and vendor master data with detailed, multilevel information. Apply price lists and costing models to purchase items, and get an up-to-date view of purchase order values and inventory valuations. Use the vendor master record to view detailed vendor data as well as a current account balance in order to better select vendors for a particular order.

Procurement

SAP Business One offers best-practice functionality to support your procurement, integrating the entire purchasing process from order creation through goods receipt to invoice payment. Special processes such as returns and special charges are fully supported. Purchase orders are created in a few easy steps and fully integrate vendor and item master data. They support multiple currencies and item categories, such as raw materials, trading goods, and services.

You can define price lists for different vendor and item categories, such as distributor and retail prices, and implement various discount models, such as volume and special discounts. Price lists are automatically selected, and discounts are applied when a purchase order item is entered. Special one-time discounts can manually be added to the document.

Shipping and billing information, including delivery date and address, shipping type, payment terms, and buyer contacts, can be entered into the document, giving your vendor all necessary data to process your order in a timely manner. Depending on shipping location, taxes are calculated and applied at both the header and the item level, eliminating the need for manual tax computations.

Item and Vendor Master Data

Master data management is a corner - stone of process integration in SAP Business One. Item and vendor master records are maintained centrally in the system and seamlessly integrated in all necessary business transactions.

Item master data can be applied to inventory, purchasing, and sales items as well as fixed assets and can be classified based on configurable item groups and properties. Item master data contains all information necessary for an efficient purchasing process, such as item number, description, purchasing and packaging units of measure, dimensions, weight, prices, and tax types.

Warehouse and Accounting Integration

Integrating purchasing into other core business processes is one of the key features of SAP Business One. Integration happens seamlessly, transparently, and in real time. It incorporates data writes – for example, posting a goods receipt automatically updates inventory in warehouse – as well as data reads – for example, vendor master data populates payment terms when an AP in- voice is created. In addition, documents can be used as the basis for subsequent transactions. For example, all relevant data is copied when creating an AP invoice based on a purchase order, while a document trail is stored linking all documents of a purchasing process for audit and analysis purposes.

Powerful Reporting with XL Reporter

The XL Reporter tool in SAP Business One enables you to create powerful purchasing reports using Microsoft excel templates. Using the report designer and report composer, you can create dashboards such as top vendor and order overviews, year-to-date purchases, open orders, deliveries, and payables. The same tools let you create detailed procurement reports, such as aging and purchasing analyses. SAP provides a large number of templates to give you a head start on your purchasing reporting. The report organizer in SAP Business One helps you man- age and execute your reports and allows their easy distribution to buyers and business partners.

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