Purchase Orders
This subprogram helps you organize purchase orders for your team, manage invoices, determine annual or monthly volumes and consolidate departmental purchases through a centralized purchasing department.
Screenshots:
Program Features
Keeps a Log of your Order History and Monitor Status of Receipt
Easily manage all previously placed orders, view order completion status, reprint purchase order forms and check off ordered items upon receipt.
- Keeps a list of your department’s entire order history.
- Set filters to help you find specific items.
- Color-coding to mark completed orders. and whether or not individual order items have been received.
- Ability to edit or delete past orders.
- Reprint purchase order forms, order from vendor website and enter invoice details to generate a report for your annual budget.
Setup New Items for your Database
Easily setup new items to your list and add needed information for ordering like material or item numbers, manufacturer name, vendor name and the default unit of measure.
- Setup new items with ease by completing a form and adding item specific information like material or item number to help your team or your organization’s purchasing department when placing orders.
Place Orders for your Department with the Infosys Purchase Order Form
Easily place purchase orders for your team under New Order Form.
- Users can easily place purchase orders for their department.
- Available items to order are department specific and depends on the logged-in user’s department upon registration.
- Automatically show the last time an item was ordered to avoid duplicating recent orders.
- Easily specify the quantity to order and change units if different from the item’s default unit.
- Automatically calculate order quantity based on the average quantity from previous orders.
- Filter order list by manufacturer, vendor or by matching keywords.
- Add notes for your team or for your designated purchasing supervisor.
- Directly export items from your Department’s Inventory Order List.
Manage Your Department's Item List
Manage your department’s items database, add pricing information and export selected items to other departments.
- Manage each item’s description and associated item number, setup manufacturer, vendor and default unit of measure.
- Save pricing information for budget and invoice reports.
- Rename or delete items from the database.
- Export similar items and save them to other departments for easy and quick setup.
Manage Vendor Settings for your Department
Manage department specific actions for each of your vendors when orders are placed.
- Select option for each of your vendors whether it is generating a purchase order printout for faxing, direct website ordering, or electronically managed by your organization’s designated purchasing team when placing orders for your department.
- When orders are placed, Infosys will process each item accordingly depending on the vendor.
Generate an Order Statistics Report and View Annual or Monthly Volumes
Easily generate a summary of all items ordered by your department in a 12-month period.
- Shows the quantity ordered for each item on a month-by-month basis.
- Shows the total quantity ordered in the past 12 months and the monthly average for each item.
- Invoice Helper lets you keep track of past invoices and generate a cost report for each vendor.
Managing Orders Received from Other Departments under Department Orders
Department Orders is where Central Supply or Purchasing can view orders sent by other departments.
- Easily view orders sent by other departments.
- Acknowledge orders to hide them from your list.
- This section can only be viewed by users registered under Central Supply or Purchasing. Otherwise, special access can be given to users so they can also view and acknowledge department orders.
Manage Direct Vendor Website Purchases within Infosys
Ordering directly through the vendor’s website can also be done within Infosys or with an external web browser.
- If direct website purchasing is set for a specific vendor, a pop-up window will prompt users to be directed to the vendor’s webpage after placing the order.
- By default, the webpage will open within Infosys with a sidebar showing a list of items to order, their associated item numbers and the purchase order number as reference. In addition, you can also print the list and order the items using an external web browser.
Print Purchase Orders to be Faxed to the Vendor
This is an option for vendors that lets their customers place orders by faxing them a purchase order with an itemized order list.
- Easily generate a purchase order with your organization’s information, purchase order, fax information, itemized order list and associated pricing.
- Each vendor’s phone and fax information can be saved under Vendor Settings.
Department Inventory Order List
Effectively collaborate with your team when it comes to ordering inventory items with the Department Inventory Order List. In addition, you can export this list to Purchase Orders to place your orders.
- Directly send the order list generated from Generate Order List of Inventory Tracker.
- Team members can modify the list and add department notes if needed.
- Team members can suggest how many units of each item to order as an added option.
Purchase Orders Web Extension
With a web extension, you can submit purchase orders using any device with an internet connection.
- Seamlessly sync your department’s database with our remote database.
- Log in securely with your facility code and your Infosys username and password.
- Submit purchase orders to your organization’s designated purchasing department.
- Email notifications will be sent to your purchasing team when new orders are received.
Additional Features Include:
