Purchase Order Automation
Make timely, cost-effective buying decisions to make sure you have the right products, in the right place, at the right time.
Purchasing and receiving go hand in hand with inventory management. To get the most out of your inventory investment, your purchases need to be timely, cost-effective, and designed to ensure that you have enough inventory to meet demand, while avoiding overstock or stockouts.
Counterpoint’s Purchasing module allows you to:
Manage your vendors and vendor items
Identify the lowest-cost vendor for each item
Purchase and receive merchandise on demand
Allocate purchases across stocking locations
Track sales trends and forecast seasonal demand
Dynamically set min/max stocking levels
Order the correct quantities to meet demand, replenish sold stock, or ensure a certain number of days of supply
Sophisticated Purchasing Features
Track address and contact information, terms, shipping method, and vouchering details for each vendor. Up to 20 user-defined profile fields let you to record whatever additional vendor information you need. Create vendor item records that track the cost, purchasing unit, minimum order quantity, and lead time for each item you buy from a particular vendor. Track the primary vendor and any number of alternate vendors for each item.
In NCR Counterpoint, a purchase order begins life as a purchase request. When you create a new purchase request, you specify the vendor you’re ordering from and the location you want the merchandise shipped to, as well as other details, including the shipping method and free on board (FOB) destination. Add the items you’re ordering, including the quantity, unit, and unit cost, or use the purchasing worksheet to add multiple items to the purchase request simultaneously. When you post a purchase request, it’s converted into a purchase order - which you can print or send to the vendor via e-mail - and on-order quantities are automatically updated.
Receive merchandise with or without a purchase order. During receiving, you can retrieve purchase orders by PO number, vendor, or any other criteria. You can receive each PO in full or receive only selected items, backordering or cancelling unreceived lines. You can even add new lines to a receiver to account for additional merchandise that was shipped with an order. If your vendors supply electronic receivers, you can import quantities for received items, using your item numbers or theirs. And if you have defined minimum and target margins for your item categories and sub-categories, you can automatically set prices for items when you receive them, based on those margins.
Each purchase order or receiver can include up to five miscellaneous charges, which can be included in the landed cost, to cover freight, handling, or other vendor fees. Each miscellaneous charge can be allocated based on the weight, quantity, cost, or cubic volume of the items you ordered or received.
Purchasing for Multiple Locations
Easily purchase and receive merchandise for multiple locations, either from a central office or at each location. You can create a single, merged purchase order for all locations in a user-defined group, or split a purchase request into separate purchase orders, one for each location in the group. And when you receive a merged PO at a single location, such as a central warehouse, NCR Counterpoint automatically creates the necessary transfers to distribute the appropriate quantities to each location.
Purchasing Advice calculates suggested reorder quantities and automatically generates purchase orders for your items, using one of three restocking methods: the Replenishment method orders enough of each item to replace the quantity sold during a specific period, allowing you to specify a history factor to adjust the ordered quantities (e.g., 20% more, 5% less); the Maximum method identifies items that have fallen below their minimum reorder quantities and orders enough to bring up stocking levels to their defined maximums; and Days of Supply considers on-hand quantities and historical sales to order enough of each item to last the number of days you specify.
Purchasing Advice calculates reorder quantities based on a variety of factors, including current inventory levels, committed quantities, backorders, in-transit merchandise, open purchase orders, vendor multiples, and vendor minimums. You can generate Purchasing Advice, and the resulting purchase orders, for your primary vendors, for each item’s lowest-cost vendor, or for a single vendor.
Customer-specific purchasing allows you to review open customer orders that were entered at the point of sale and automatically generate purchase orders for the items you need to fulfill those orders. You can create a single purchase order for each vendor, each of which can include items from multiple customer orders, or a separate purchase order for each customer.
Create seasonal forecasts to accurately estimate future demand for your items, based on historical sales. When you create a forecast, NCR Counterpoint calculates the forecasted quantity for each item, using proven forecasting methods. Use forecast data to dynamically set the ideal minimum and maxim quantities for your items, and then use Purchasing Advice to automatically order enough stock to meet the expected demand for the season.
After you receive merchandise, you can create purchasing adjustments to correct received cost and miscellaneous charge values for individual receivers, allowing you to update your inventory and costs of goods sold.
Returns to Vendors
Returns to vendors (RTVs) may be entered, reviewed, and posted to record the return of merchandise to vendors. RTVs reduce on-hand inventory and may be vouchered to Accounts Payable to record credits with a vendor.