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Retail System
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Purchase & Accounts Payable
This system module is to maintain the order processing work flow of purchase
and supplier accounts, It is fully integrated to the inventory control
system and the general ledger system. It is a tool to assist you to manage
your company's purchase and account payable clearly, so as to improve your
cash flow better. With regard to the system features of the application
software, the system enables you to increase your productivity and
to lower your cost.
| System Functions include: |
1. Supplier
File
2. Purchase Order
3. Purchase Invoice
4. Payment
5. Supplier Credit Note
6. Reports
FIELD LENGTH SPECIFICATION |
- A supplier record provides details of the supplier's name
and address with bi-lingual description, supplier type,
contact person and departments, telephones, fax, email
address, payment term.
- It also maintains the supplier's stock code, and price,
such information will be printed on the documents upon
supplier's request.
- Envelope or label, documents like excel, word, etc., can
be faxed or email through the supplier file.
- During daily processing, purchase order, purchase invoice,
credit note, payment, such transactions are automatically updated
to the supplier records. So, user can on-line to obtain the
current, historical purchase transactions and outstanding balances
of the supplier.
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- This module supports ordering and trading items from initial
purchase requirements.
- Purchase order must be completed with the
header, transaction details, footer before issuing and submitting
for approval.
- The confirmed purchase order will be flagged by the purchase
invoice and outstanding order will be sorted out for follow
up.
- In order to simplify the proceeding and save time, a new
purchase order can be copied and modified from
one of the existing orders.
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- The invoice function produces the required data to be used
by the account payable and purchase analysis reports.
- An invoice may be referred to the purchase order or copied
from the other existing invoice.
- If the goods is arrived, purchase invoice must be inputted
with the header (currency, exchange rate, arrival date, invoice
type, etc.,), transaction details (stock item, quantity,
cost, discount, other charges, non- stock item etc.,) and footer.
- Stock item lot number, serial number, parts, etc., are being
selected at the initial setup of the application system. When
inputting an purchase invoice, the selected option will be automatically
appeared on the data entry screen.
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- Cash, cheque, post dated cheque or other form of payment
are allowed in the system.
- Partial settlement, discount and other charges are also
allowed.
- All payment can be made against individual invoice or a
series of invoices or a period of invoices.
- A remittance advice with cheque can be be printed upon completion
of the data entry.
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- Credit note will be issued against the outstanding invoice.
- A credit note can also be issued for non outstanding account
to settle the upcoming invoice.
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- Reports can be printed by several options such as by supplier,
area, supplier type, document type, etc.,
- Reports can be shown in a period, in the form of twelve
months, amount, cost value, percentage comparison or charts
presentation.
- Some of these reports are : Outstanding purchase order reports
Supplier status Account payable reports Aging analysis reports
Yearly purchase analysis reports Ranking analysis reports User
defined reports
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| FIELDS LENGTH SPECIFICATION |
Customer code. : 10 characters
Area code : 20 characters
Salesman code : 10 characters
Documents no. : 16 characters (Quotation, Contract, Delivery Note,
Sales invoice, Credit Note, Receipt etc.,)
Price : 99,999,999.99 (up to 4 decimal point)
Documents amount : 999,999,999.99 (up to 3 decimal point )
Heading, Remarks, Footer : Unlimited lines and characters.
Exchange rate : 99,999.9999 (up to 6 decimal point )
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