Factory Information System

Purchase order processing

What does the Purchase Order Processing module do?

The Purchase Order Processing module calculates the quantities of raw materials required to complete works orders, places orders on suppliers, and records deliveries of material from suppliers.

Key features

  • Supports many suppliers for one raw material.
  • Raises requests for quotation.
  • Automatically selects the best supplier.
  • Supports scheduled orders.
  • Supports many deliveries against one order line.
  • Ensures material traceability.

Is it suitable for my business?

The Purchase Order Processing module was designed for piece-part manufacturers buying raw materials in bulk from a relatively small number of suppliers. It is probably not suited to the purchasing requirements of a distribution business which buys small quantities of many parts from many suppliers. It does however provide good support for buying material in one unit of measure, and using it in another, for example you would use steel bar by length, but buy it by weight.

Suppliers

The module records details of each of the suppliers from whom you buy raw materials and tooling. A supplier may have a number of different depot addresses, and your contacts at the supplier can be recorded.

Prices

The module records which raw materials you buy from each of your suppliers. It records the prices and price breaks you have agreed with each supplier, and the expected delivery lead times for each material.
There are effectivity dates on each set of prices so that you can introduce price changes in a controlled way. The system will automatically pick the correct price dependent on the date of a purchase order line.

Material requirements planning

The module takes the planned works orders and uses the bill of materials to calculate the raw material required for each works order. It calculates from the manufacturing process layout how long the works order will take to manufacture, and thus arrives at a due date for the raw material. It then compares this requirement with your current and planned raw material stocks to determine whether material must be purchased, and when.

Supplier selection

The module automatically selects the best supplier for each raw material, based on quantity, price, and lead time. Alternatively it can print requests for quotation to all potential suppliers of the material. The system will convert automatically between units of measure where you use material in one unit but purchase it in another.
Once the supplier is decided, the system will print a purchase order. You can also print material schedules for your suppliers if this will help them to give you a better service.

Purchase orders

Each order places on a supplier is recorded as an order header. This contains the your purchase order number, and the supplier’s address and delivery instructions. The module allocates purchase order numbers automatically.

The materials you wish to order are recorded in order lines. Each order line specifies a requirement for a quantity of material to be delivered on a certain date. A number of order lines for the same material but with different delivery dates form a scheduled order. You can mark purchase order lines as firm or provisional to help your supplier get better visibility of your future requirements.

Scheduled orders

You can negotiate special prices with a supplier and set that supplier as the preferred supplier of a raw material. The system will automatically use the same purchase order number for that part, and update a schedule number and date associated with it.

When materials are delivered against an order line, the quantity and certificate of conformance of each lot of material is recorded in an order delivery. Figure 6 shows the purchase order entry screen.

Raw material deliveries

When deliveries arrive from a supplier they are recorded against the purchase order which requested them. The system allows many part deliveries against a single purchase order line. The certificate of conformance number of each delivery of raw material is recorded, as is its location in raw material stores. Each carton, pallet, or bundle of material is given a unique tin number by the system, and a bar-coded tin ticket is attached to it. This allows traceability of material when it is used by an operation. If you are purchasing bar, the module will record individual bar lengths and reconcile the number of bars with the weight of material received.

Reports

The system will analyse your usage of each material over any time period, and your turnover with each supplier. It will highlight overdue orders and analyse supplier delivery performance.

 

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