Purchasing Control

Purchase Control for Contractors

An effective and efficient purchasing control system helps keep costs easily under control. ComputerEase provides you with the tools to get control of spending in an efficient and cost-effective manner. Requiring purchases to have a purchase order created and approved prior to ordering helps prevent unnecessary spending and keeps job costs accurate and traceable.

Integration with Job Costing

Entering a new purchase order automatically commits and instantly posts it to job costing. This tight integration between modules keeps data throughout the system accurate and enables all staff members to work effectively as a team with up to date information. Committed costs represented in job costing data immediately allows project managers to make informed job decisions based on today's job information.

Automated Materials Lists

Ready to buy materials for a job? Simply pull a job's material list from the original job estimate in whole or in phases. Many options for when and how to create purchase orders from the material list are available.

Options could include:

• Order supplies incrementally as they are needed to improve cash flow
• Pull some supplies from inventory to take advantage of on-hand supplies
• Request quotes from vendors to find competitive prices
• Use Best Price Shopping to find the best rates from known vendors
• Create multiple POs for different vendors from one material list

Up-to-Date Status Reports

The status report highlights all unfulfilled or incomplete POs so that you can contact vendors to resolve delays. Use the status report to ensure that all necessary materials have arrived for a particular job before a crew is sent out to work.

Lot Price Purchase Orders

Lot price purchase orders can be very useful but are often difficult to track and manage. Reconciling that all supplies itemized in the lot price purchase order have arrived or that all the associated invoices total the original purchase order amount can be time consuming and costly.

ComputerEase makes tracking lot price purchase orders easy. As each shipment of supplies is delivered and checked, the invoiced amount is entered against the original PO. Once all the materials have been delivered simply enter the last invoice, ComputerEase will automatically list all invoices applied to the PO, give a running total for all of them, and compare that total to the original PO amount. If the total amount charged exceeds the PO you can easily contact the vendor, showing all the invoices, and require them to reconcile the total to the original PO prior to paying the final invoice.

Best Price Shopping

Using ComputerEase's Best Price Shopping feature tracks pricing for each item on a material list between multiple vendors. Vendor selection based upon the best price for a particular item becomes simple. Once vendors are selected for each item, ComputerEase will automatically generate POs for all the vendors selected with the appropriate items. This tool helps ensure that you pay the best price for each individual item in a fast, accurate and easy manner