• Pre-definition of the basic and necessary data necessary to define the record of a purchase order, approval, collection, or shipment, which facilitates the process of opening a credit or collection order for the user, as well as registering a new purchase order.
• The possibility of collecting purchase orders for a group of branches or warehouses into one purchase order through an automatic link between the purchase order and the group of purchase orders without the need to re-entry the items required for purchase from the branches, warehouses or projects.
• The possibility of recording the opening balances of credits, collections, and shipments, detailed according to the nature of the financial movement related to the credit, collection, or shipment, whether this movement is debit, meaning it is a type of expense, or credit.
• Purchase orders are the communication link between the warehouse system and the purchasing system, as purchase order movements contain the warehouse or branch that submitted the purchase order. The purchase order program also displays to the user preparing the purchase order the status of the requested items in terms of clarifying the currently available quantities of each item in the warehouse and the reserved quantities. Goods on the way and previously required quantities of the same type for the same warehouse.
• The purchase order automatically consists of a group of confirmed purchase orders, and there is no need to repeat the process of entering the purchased items and their quantities in the purchase order.
• The approval or collection may cover an entire purchase order, part of a purchase order, or a group of partial or complete purchase orders.
• The shipment contains all or part of credit or collection items, or a group of partial or total credits or collections.
• A single shipment packing statement concerns items whose reference is approval, collection, or direct shipment, without a credit or collection originally issued for them, but rather they were identified and received through the shipment packing data.
• The incoming receipt note for the purchased goods can contain a set of packing data and its contents.
• Every packing statement automatically issues a request to transfer goods from the receiving center to the delivery center if they are different.
• It is possible for the invoice received from the supplier to contain packing data for one or more of the shipment. It is also possible for the shipment to contain more than one invoice for the supplier, so that each invoice relates to either approval, collection, or items shipped directly without a documentary reference for it.
• During the distribution of shipment expenses, whether they come from disbursements for approval or collection for the shipment or direct expenses on the shipment, the system provides the possibility of specifying the method of distribution for each type of these expenses among the shipment types, and the method of distribution either according to value, weight, size, or number.
• Calculating the cost of incoming goods after distributing the shipment expenses affects the inventory balances in the warehouse and general accounting system.
• The system provides the ability to modify item quantities and prices for purchase orders after confirming the purchase order through notification movements programs on purchase order items with quantity and price.
• The system provides monitoring of developments and changes related to purchase orders and thus knowing the arrears of items for purchase orders, credits, or collections.
• Cash flow programs from receipts or payments are automatically linked to the procurement system and directly affect the purchases’ account statements.
• The system provides the possibility of issuing official documents and publications related to the procurement system, such as the purchase order or its annexes, such as debit notes or credit notes, whether they relate to quantities or prices.

A drawing showing the relationship of the procurement system to other systems:

A drawing showing the flow of data and the interconnection of procurement system transactions :

Composition of the analytical ledger of credits and collections :

Structure of the shipment’s analytical account record :