Supplier Management
✔ Full Supplier Information
✔ Create a price list for each supplier
✔ Add documents for suppliers with their info and expiry date
✔ Let VAIRSA-Procurement track documents expiration
✔ Activate and de-activate any supplier
✔ Specify the currency for each supplier
✔ Determine the payment type for each supplier
✔ Determine the credit period and credit limit for each supplier
✔ Determine the beginning credit balance for each supplier
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RFQ & Price-List Management
✔ Create RFQs to Suppliers
✔ Determine and set a deadline for RFQs
✔ Possibility to let supplier fill with his own currency
✔ Suppliers can reply RFQs and update their price lists
✔ Email automation between you and suppliers
✔ Control various RFQ Status: Open, Submitted, Expired and Closed
✔ Price comparison among items and suppliers
✔ Give your supplier the authority to add more new brands
✔ Link items for suppliers manually with full data
✔ Each item can has many brand name, price and VAT
✔ You can activate or deactivated any item at any supplier price list
Purchase Requisition Management
✔ The easiest way to create a PR; just by filling quantity only
✔ See qty on hand while creating the PR
✔ Save your PR and complete it later
✔ Name the PR to find it easily (make a subject)
✔Allow you to recreate any PR by one click
✔ Status controlled: open, submitted, reviewed, verified, approved and closed
✔ Create an optional approval matrix: review, verify and approved
Approval Matrix for PR
✔ We provide three levels of approvals
✔Matrix can have one level up to three: if matrix not specified, PR is approved automatically
✔ Any person among the matrix can but his remarks for each item in PR
✔ PR won't move to the next level unless the current one approves
✔The approver can adjust qty in PR without deleting the original qty
✔ Approved can see qty of this item over all locations
✔Statistics for each items in PR to help in decision making
✔ If the budget of location determined, the budget consumption will be displayed
✔ Forecasted amount of PR will be predicted for the approval matrix people
✔ The effect on budget will be predicted
Purchase Order Management - Creation
✔ Create a PO in one click, just determine suppliers for items
✔ Each supplier will Will have his own PO created separately
✔ The deactivated suppliers or deactivated items of any suppliers will not be valid
✔ If the supplier has open POs the items are consolidated not duplicated
✔When creating PO, you can see the item prices among suppliers
✔ You can see the changes of price over the history
✔The PO creator can be allowed to adjust qty up and down or restricted
✔ The PO creator can be different from the PO approver
✔The PO creator can see availability of each item over all locations
Purchase Order Management - Approval
✔ The approver can adjust qty in the PO if authority granted
✔ Decision making tools e.g. budget tracker and supplier credit limit tracker
✔ Multi currency support
✔ Send PO to suppliers by email automatically
✔Option to confirm PO or let supplier to confirm or reject
✔ Possibility to add terms and conditions inside the PO
✔Possibility to make those T&Cs bilingual
✔ Status control: Open, submitted, confirmed, rejected and closed
Goods Receiving Note - GRN Management
✔ Receive each PO by just filling received qty
✔Not to exceed PO qty
✔ Leading time for each receiving
✔ Status control: open, partially received, totally received and closed
Invoice Verification
✔ Verify each supplier invoice in seconds
✔3-way matching: PO, GR and invoice
✔ Multi currency support
✔ Status Control for invoices: not paid, paid, partially paid and over-paid
✔ Show 3 kinds of balances: invoice balance, limit balance and due balance
✔ Show the supplier aging report based on credit period and credit limit
Payment Management
✔ Support post and pre payment
✔More than 7 kinds of payment methods
✔ Not allow extra payment
✔ Support automatic reconciliation with supplier
Inventory Management
✔ Manage all kinds of inventory processes
✔ Issuing, discarding, transferring in/out, returning in/out and adjusting qty
✔ Beginning inventory and on-hold inventory balance
✔ Tracking stock movement and balance in separate locations or overall
✔ Inventory Avg., Inventory Turn-Over, Days Inventory Outstanding (DIO) & Consumption Rate
✔ Fast and slow moving analysis
Departments & Locations Management
✔ Create as many as departments and locations you want
✔ Link each department with locations
✔You can identify monthly budget for each location
✔ VAIRSA-Procurement will track the budget by monthly basis
✔ Each user can have a scope of control either: All, Department, Location or Own
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Category, Unit and Item Management
✔ Create your own item-master list
✔ Specify a category, UOM and packing-size for each item
✔ You can create as many categories, units and items as you want
✔ Overview and Statistics for any item
Roles/User Management
✔Create as many roles you need
✔Link each user with a role
✔Activate and deactivate Users
✔ Rather than roles, each user can have a scope of privileges
✔ Support 4 kinds of scope: All, department, location and own
✔ Operations linked to roles not users
Accounts Payable (AP) Management
✔Track all invoices of all suppliers and payments
✔ Track the suppliers credit period and limits consumption
✔Reconciliation Support
✔Aging Statement for all payable accounts
✔Aging report support:< 0, 0-30, 31-60, 61-90, 91-180, 181-360 and >360 periods
✔Accounts statement for any supplier
Supplier Account Statement
✔Up-to-date supplier account statement with debit and credit amounts
✔Browse the statement for any period
✔You can show the statement in the supplier's currency
✔Ability to send the statement to the suppliers email by one click
