Procurement on the program on your PC: requests, approvals and the supplier's invoice checked — from 5.7.0

Switching it on

1. Update to desktop 5.7.0 (the program tells you when a new version exists).
2. Settings → Features → Procurement (Gold). Switching it on switches purchase orders on too. Then Procurement settings: the amount approved at once, the amount above which two approvals are needed, who approves each step, monthly budgets, the tolerances, the payment terms, and when an order is late.
3. Settings → Users: give the rights to raise requests, to approve, and to match supplier invoices. A manager has them all.

The request

Top bar → Procurement → New request: products from your list (search or scan), or a line in free text for something not on it; a quantity, an estimated cost each (the product's cost to start with), the date needed, a note and a supplier to suggest. Requests have their own numbers: PR-1, PR-2…

The approval

• Small requests, up to the automatic amount, are approved as they are sent.
• Above it, one approval; above the two-approval amount, or past a firm budget, two approvals by two different people. Budgets are per category or for the whole month; a soft one only warns.
• The approver sees the lines, the budgets and the history and chooses Approve, Return for changes or Reject, with a note. A returned request is changed by its requester and sent again; the history keeps everything.

The order and receiving

Make the purchase order opens the usual purchase-order screen ready filled — the lines, the supplier, the request's number and the date needed — with the orders' own numbers (PO-n) and printing. One order to one supplier, or one per line's supplier. Free-text lines cannot go on an order (an order line needs a product); the program says which. Receiving stays the receiving you know.

The supplier's invoice and the match

Supplier invoice: pick the order, then type the invoice's number, date, VAT, lines and the total printed on it. Match and save compares it with the order and with what the deliveries brought and was not billed yet, within your price and quantity tolerances. Matched: it is posted, and the supplier's account takes only the difference from what the deliveries already booked. The same supplier's invoice number twice is refused.

Invoices to check

An invoice that does not match waits in Invoices to check, with what does not match on each line. You choose:

• Accept as it is — with a note, by someone with the approve right.
• Ask for a credit note — noted on the invoice; nothing is sent to the supplier by the program.
• Return the goods — they leave stock for credit and a credit note goes on the supplier's account.
• Match again — when a missing delivery has come.

Procurement home and ageing

The Procurement home has four lists: open requests, waiting for my approval, orders not received (late ones in red), invoices to check. Supplier ageing shows what you owe each supplier: not due, 1–30, 31–60, 61–90 and over 90 days. Requests, matches and the ageing print. The three new files go into your usual backup, and a restore brings them back.

What stays online

Which packages include it

The download and the packages are on the download page; the steps are in the manual.

Quick answers

Does it need the internet?
No. Everything is on the PC, in its data folder and its backup.

I am on Silver. Do I get it?
Procurement needs the Gold package, like purchase orders. Upgrading keeps all your data.

Can I keep ordering the old way?
Yes. Procurement is off until you switch it on; purchase orders keep working as before.

Does the program send the credit note request to the supplier?
No. It notes it on the invoice; you talk to the supplier.

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