Purchase Orders

The TIMS Purchase Order module provides the tools needed to create orders for parts stock, direct parts to a vehicle, subcontract work, charter accommodation, office items, etc.  The TIMS Purchase Order module interfaces directly with Fleet Maintenance, Inventory Control, Charter and Creditor modules.  TIMS Purchase Orders module gives the manager complete flexibility and control in the purchasing and stock control environment.

View, Print, File Export, Email an extensive range of reports on open purchase orders, back orders, partly received orders, orders and receiving authorisations required and order history.

One Step Process for entering orders, receiving a creditors’ invoice and updating stock. The Purchase Order is entered which is used to pre-load the Receiving to save unnecessary re-keying of data. Once the Receiving is authorised and posted, a Creditors Invoice transaction is raised by the system in the TIMS Creditors module, for checking and consolidation by administration. If the Receiving is for a part, a stock transaction is also raised by the system in the TIMS Inventory Control module, for checking and posting of QOH in the Item File.

Vendor (Supplier) Items may be entered relating your internal Item Codes to your suppliers’ item codes. After Purchase Orders have been Received, the Vendors price is automatically updated. At the time of raising a Purchase Order, the user can enter either the Suppliers Part number of your own internal Item Code.

Vendor Approval can be recorded in the system to show which vendors are approved for purchasing, how that approval was determined and their current approval status.

Budgets are easily entered and monitored, ensuring orders are not exceeding budget limitations.

A Suggested Reorder routine will collate the Items required for reordering based on a combination of: stock on hand, desired stock levels and minimum reorder levels; purchase orders currently in the system; and projected requirements for up coming services.

Maximum purchase order $-Amounts can be assigned to users. If a user enters a purchase order exceeding their allocated $-Amount, an email is sent to a valid authoriser and the purchase order is moved to a quarantine area
until authorised.

At the time of entering a purchase order, if the $-Amount of the stock item is within a specified percentage variance of the last recorded price for that item, a warning message box is activated. Further validation of purchase price variance happens at time of Receiving.

Warranty warning at the time of raising the purchase order. If a Part has failed within the Warranty or Expected Life period, you are warned at the time of raising
the purchase order!

An Order Receiving can be marked as “Hold for Credit” if there is an issue with the supply. This credit hold facility disables the final posting of the Receiving to Creditors and Inventory Control modules.