Purchase

Vendor

The Vendor section is designed to manage and organize vendor-related information within the ERP system. It allows for efficient tracking of vendor details, simplifying the procurement process and maintaining accurate records.

Main Features:

Vendor Overview: This area presents a list of vendors with key details, including:

1. Primary Contact Name: The name of the main point of contact for the vendor.

2. Company Name: The official name of the vendor's company.

3. Email: The contact email address of the vendor.

4. Phone: The vendor’s phone number.

5. Action: Options to view, edit, or delete the vendor’s details.

Search and Filters: Users can quickly find vendors using a search bar or by applying filters based on:

1. Company Name

2. Primary Contact Name

3. Email

4. Phone

These options streamline navigation, making it easy to manage large vendor databases.

Add Vendor Functionality:

The "Add Vendor" button opens a form where users can input essential vendor information, including:

1. Primary Contact Name: A required field for entering the main contact.

2. Company Name: The vendor's business name.

3. Email: The vendor's email address.

4. Phone: Contact number for the vendor.

5. Official Website: Optionally, users can add the vendor's website URL.

6. Opening Balance: The initial balance associated with the vendor.

7. Currency: Selection of the currency used in transactions with the vendor.

8. Billing Address: The vendor's billing address.

9. Shipping Address: The vendor's shipping address (if different).

Purpose of the Vendor Section:

This section is aimed at simplifying vendor management by providing a structured approach to handling vendor data. It ensures that all necessary vendor information is stored in one place, aiding in the procurement process and fostering effective supplier relationships.

Products

The Products section in the Purchase module enables users to manage and track all products and services available for procurement. It serves as a centralized database for product-related information, ensuring that data is efficiently organized and easily accessible.

Main Features:

Product Overview: This area displays a list of products with essential details, such as:

1. Product Image: A visual representation of the product.

2. Product Name: The name of the product or service.

3. Price (inclusive of all taxes): The price for which the product is sold.

4. Stock on Hand: The current quantity available in stock.

5. Unit Type: The unit measurement for the product (e.g., piece, box).

6. Client Can Purchase: Indicates whether clients are allowed to purchase this product.

7. Status: Displays the product’s current status (active/inactive).

8. Action: Options to view, edit, or delete the product.

Search and Filters: Users can quickly find products by searching or applying filters based on:

• Product Category

• Product Sub Category

• Unit Type

• Product Type

These filtering options help users navigate and manage a large volume of products efficiently.

Add Product Functionality:

The "Add Product" button directs users to a form for adding new products or services. The form includes the following fields:

1. Type: Dropdown to select whether the entry is a product (goods) or a service.

2. Name: A required field for entering the product or service name.

3. SKU: A unique identifier for the product.

4. Unit Type: Measurement unit for the product (e.g., kilograms, pieces).

5. Product Category: Category to which the product belongs.

6. Product Sub Category: Sub-category for further classification.

Sales Information:

• Selling Price: The price at which the product is sold to clients.

• Cost Price: The cost of the product for the company.

• Tax: Select applicable tax rates (e.g., VAT).

• Hsn/Sac: The product's HSN (Harmonized System Nomenclature) or SAC (Service Accounting Code).

Additional options include:

• Description: A text field for adding further details about the product.

• Add Images: Allows uploading images of the product for better representation.

Purpose of the Products Section:

This section is designed to facilitate the organization and management of all products and services involved in procurement. It enables accurate tracking of inventory, pricing, and product-related details, ensuring smooth and efficient purchasing processes within the organization.

Purchase Order

The Purchase Order section in the Purchase module enables users to manage and track all purchase orders, streamlining the procurement process and ensuring efficient communication with vendors.

Main Features:

Purchase Order Overview: This section displays a list of purchase orders with key details, including:

1. Order Number: The unique identifier for each purchase order.

2. Vendor: The name of the vendor associated with the order.

3. Purchase Date: The date the purchase order was created.

4. Expected Date: The expected delivery date for the order.

5. Total Amount: The total cost of the order.

6. Billed Status: Indicates whether the order has been billed.

7. Delivery Status: Tracks the delivery progress of the order (e.g., pending, delivered).

8. Action: Options to view, edit, or delete the purchase order.

Search and Filters: Users can search and filter purchase orders based on:

• Order Number

• Vendor

• Billed Status

• Delivery Status

• Date Range

These options help users quickly find specific purchase orders and manage large volumes of data efficiently.

Add Purchase Order Functionality:

The "Add Purchase Order" button allows users to create new purchase orders. Upon clicking, users are prompted to fill out the following fields:

1. Order Number: A unique identifier automatically generated for the order.

2. Select Vendor: A required field to choose the vendor for the purchase.

3. Currency: The currency in which the purchase will be made.

4. Exchange Rate: The current exchange rate, which can be adjusted if needed.

5. Order Date: The date the purchase order is created.

6. Expected Delivery Date: The anticipated delivery date for the order.

7. Delivery Address: The address where the goods should be delivered.

Additional fields include:

• Calculate Tax: An option to automatically calculate taxes based on the order details.

• Delivery Status: A dropdown to select the current delivery status.

• Add Item: A button to include specific products or services in the order.

• Note for the Recipient: A field for adding any additional notes or instructions to the vendor.

• Terms and Conditions: A section for outlining the terms and conditions of the order.

• Add File: Allows users to upload any relevant documents.

Purpose of the Purchase Order Section:

The Purchase Order section is designed to streamline the creation and management of purchase orders, ensuring smooth communication with vendors and accurate tracking of procurement processes. It helps maintain organized records of purchases, delivery status, and vendor interactions.

Bills

The Bills section within the Purchase module is designed for managing vendor bills, helping users efficiently track and process incoming invoices for goods and services. It ensures a streamlined billing process with clear visibility into outstanding and paid bills.

Main Features:

Bills Overview: This section displays a comprehensive list of vendor bills with essential information, including:

• Purchase Bill Number: A unique identifier for each bill.

• Vendor: The name of the vendor issuing the bill.

• Bill Date: The date the bill was created or received.

• Total: The total amount due on the bill.

• Status: The current state of the bill (e.g., paid, unpaid, overdue).

• Action: Options to view, edit, or delete the bill.

Search and Filters: To facilitate quick access to specific bills, users can search and apply filters based on:

• Vendor

• Bill Status (e.g., paid, unpaid)

• Date Range

These tools enable users to efficiently navigate and manage a high volume of billing data.

Create Bill Functionality:

The "Create Bill" button allows users to generate new bills. Upon clicking, users are prompted to fill in the following fields:

1. Bill Number: A unique identifier automatically generated for the bill.

2. Select Vendor: A dropdown to select the vendor from whom the bill is received.

3. Bill Date: The date when the bill was created or received.

4. Purchase Order: A field to link the bill to an existing purchase order (optional).

5. Note for the Recipient: An optional field to add any relevant notes or messages related to the bill.

Purpose of the Bills Section:

The Bills section is intended to provide an organized system for managing vendor invoices. It allows users to keep track of outstanding payments, review previous transactions, and ensure that all vendor obligations are met in a timely and efficient manner. By centralizing bill management, this section supports better financial oversight and helps avoid missed payments.

Vendor Payments

The Vendor Payments section is a dedicated space for managing all payments made to vendors. It allows users to easily record, track, and review payments for services or goods provided by vendors.

Main Features:

Vendor Payments Overview: This section displays a list of payments made to vendors, providing the following key details:

1. ID: A unique identifier for each payment.

2. Vendor Name: The name of the vendor who received the payment.

3. Paid On: The date the payment was made.

4. Amount: The total sum of money paid.

5. Action: Options to view or edit the payment details.

Search and Filters: To help users navigate through a large number of transactions, this section includes a search bar and filtering options by:

• Vendor Name

• Date Range

These options make it easy to locate specific payments or review payment history based on criteria such as vendor or payment date.

Add Vendor Payment Functionality:

The "Add Vendor Payment" button allows users to record new payments.

Purpose of the Vendor Payments Section:

The Vendor Payments section is designed to help businesses keep accurate records of all payments made to vendors. By tracking payment history, businesses can maintain transparency in their financial operations, ensure timely payments, and avoid discrepancies in vendor relationships. This section supports better cash flow management and financial accountability.

Vendor Credits

The Vendor Credits section serves as a comprehensive tool for managing and tracking all credits issued by vendors. This functionality is essential for organizations to keep accurate records of credits available for future purchases or adjustments.

Main Features:

Vendor Credits Overview: This section provides a detailed view of all vendor credits, displaying the following key information:

1. Credit No: A unique identifier for each credit issued.

2. Vendor Name: The name of the vendor who issued the credit.

3. Credit Date: The date the credit was issued.

4. Total: The total amount of the credit.

5. Status: Indicates whether the credit is active, applied, or expired.

6. Action: Options for viewing or managing the credit details.

Search and Filters: Users can easily find specific credits through a search bar and apply filters based on:

• Vendor Name

• Credit Date Range

These filtering options enhance navigation and streamline the management of multiple credits.

Purpose of the Vendor Credits Section:

The Vendor Credits section is designed to facilitate effective tracking and management of credits received from vendors. By maintaining accurate records, organizations can ensure they make the most of their vendor relationships, applying credits to future purchases and optimizing their cash flow management. This section supports better financial oversight and aids in reconciliation processes.

Inventory

The Inventory section is designed to help organizations manage and track their inventory levels, adjustments, and status. This section provides essential tools for maintaining accurate records of stock and ensuring that inventory management processes are efficient and effective.

Main Features:

Inventory Overview: Upon entering the Inventory section, users can view key information regarding inventory adjustments, including:

1. Date: The date of the inventory adjustment.

2. Reason: The reason for the adjustment (e.g., restocking, returns).

3. Mode of Adjustment: Specifies whether the adjustment was a quantity adjustment or a value adjustment.

4. Action: Options for viewing or managing the adjustment details.

Search and Filters: Users can utilize a search bar to find specific adjustments and filter the inventory status by:

• Duration: Specify a date range to narrow down results.

This feature allows for quick access to relevant inventory data.

Adding Inventory:

When the "Add Inventory" button is clicked, users are presented with a form to record new inventory adjustments, including:

• Mode of Adjustment: Choose between quantity adjustment or value adjustment.

• Reference Number: An optional field for tracking purposes.

• Date: The date of the adjustment.

• Reason: A field to describe the reason for the adjustment.

• Description: An optional field for additional notes.

• File Attachment: Option to add supporting files related to the inventory adjustment.

Purpose of the Inventory Section:

The Inventory section is crucial for maintaining oversight of stock levels and ensuring that adjustments are properly documented. By keeping accurate inventory records, organizations can improve their stock management, minimize discrepancies, and enhance overall operational efficiency. This functionality also aids in financial reporting and strategic planning regarding inventory procurement and utilization.

Reports

The Reports section provides comprehensive insights into various business aspects, facilitating data-driven decision-making. It includes four key tabs: Vendor Report, Purchase Order Report, Inventory Summary, and Inventory Valuation Summary.

1. Vendor Report

The Vendor Report tab allows users to track financial interactions with vendors over a specified duration. It presents essential metrics such as:

1. Vendor Name: The name of the vendor.

2. Billed Amount: The total amount billed by the vendor.

3. Amount Paid: The amount that has been paid to the vendor.

4. Closing Balance: The remaining balance owed to the vendor.

Users can set the duration for the report to focus on specific timeframes, enhancing financial oversight and vendor management.

Purchase Order Report

The Purchase Order Report tab provides insights into purchase orders associated with vendors within a defined duration. It includes:

1. Vendor Name: The name of the vendor linked to the purchase order.

2. Purchase Order Count: The total number of purchase orders placed with the vendor.

3. Amount: The total monetary value of these purchase orders.

This report aids in analyzing purchasing patterns and managing vendor relationships effectively.

Inventory Summary

The Inventory Summary tab offers an overview of inventory movement and status over a specified duration. It includes key inventory metrics:

1. Item Name: The name of the inventory item.

2. SKU: The stock-keeping unit identifier for the item.

3. Quantity Ordered: The total number of items ordered.

4. Quantity In: The number of items received into inventory.

5. Quantity Out: The number of items sold or removed from inventory.

6. Stock On Hand: The current stock available.

7. Committed Stock: The quantity allocated to pending orders.

8. Available For Sale: The quantity available for immediate sale.

This summary helps in maintaining accurate inventory levels and ensuring adequate stock is available for customer demands.

Inventory Valuation Summary

The Inventory Valuation Summary tab provides insights into the financial value of the inventory over a specified duration. Key metrics include:

The Reports section serves as a vital tool for monitoring and analyzing various business activities, including vendor management, purchasing, and inventory control. By providing clear and organized data, it helps organizations make informed decisions, optimize resource allocation, and enhance operational efficiency.

Purpose of the Reports Section

This report is essential for assessing the value of inventory assets and supports financial reporting and strategic planning.

1. Item Name: The name of the inventory item.

2. SKU: The stock-keeping unit identifier.

3. Stock On Hand: The quantity of items currently in stock.

4. Inventory Asset Value: The total monetary value of the stock on hand.