ERP Requirements Gathering Tips 7th Installation - Purchasing

1. In Purchase Order Enter, when adding an PO, provide the ability to enter a Vendor's Name and filter on it rather than requiring the entry of a Vendor ID

a. Provide for optional adding a Vendor ID "On-The-Fly".

2. Provide for a Remit-To and Ship-To per Line Item on both Blanket and Regular Purchase POs.

a. This allows easy accommodation for large User Company's that purchase on a centralized basis for multiple locations within their company.

3. Provide Blanket Purchase POs which have scheduled Releases working off a total quantity ordered with a Contractual end date.

a. Provide for multiple Part #'s on a Blanket PO with multiple Releases per Part #/Line Item. The Unit Price on the Line item applies to all of its Releases.

b. If a receipt quantity is entered against an open Release and exceeds its open balance, apply the excess to the next Release.

4. Provide for Regular Purchase POs which can have multiple Lines each with different Part #, Prices, Quantities and Requested Dates:

a. If a non-Part is being ordered, a G/L Account and Cost Center are required.

5. Provide user determined Receiving Rules by Purchase PO defaulting from System Parameters:

a. Number of days allowable Early or Late Receipt.

b. Allowable Over or Under Receipt %

c. When the allowable % is reached the receiving program will close the Line Item on Regular POs or the Releases on a Blanket PO

6. Provide for a Vendor ID to be used in place of an Order or Line Item Ship-To where one Vendor is shipping material or Outside Service line Items to another Vendor for additional processing.

7. Provide for the optional Receipts of "chained" PO's, based on the of Receipts the LAST PO in the chain.

8. Provide for Notes at the Purchase Order, Line Item and Release levels - see Req # 9 in IT Requirements.

9. Provide for a Part/Vendor Cross-Reference File/Table which provides the following:

a. Quoted Qunatity Price breaks

b. Standing Lot Charges with Description are automatically added to the Purchase Order.

c. Vendor's Part # and Description (prints on PO as supplemental Line Item description.

d. Vendor's Unit of Measure and Conversion ratio to our Purchasing Unit of Measure.

e. Last Year's Purchases (this Part $ and quantity)

f. YTD Purchases

g. Prior (PO #, Unit Price, Quantity & Date)

h. Vendor/Part lead-Time.

10. Provide the following status and tracking data by Purchase Order:

a. Created Date, Time & User ID

b. Release Date, Time & User ID

c. Last Manual Change Date, Time & User ID

d. First Printed Date, Time & User ID

e. Last Re-Printed Date, Time & User ID

f. Closed/Completed Date, Time & User ID

g. Re-Opened Date, Time & User ID

h. Last Receipt Transaction Date & Time

i. RFQ Copied From

11. Provide full featured Vendor Mister File/Table:

a. Automatic Vendor Number creation - next available.

b.Vendor Name

c. Address Line (1,2 & 3), City, State/Prov, Zip Code, Country, EU Code

d. Sales Contact Name, Title, Phone, Fax, EDI, E-mail.

e. Payables Contact Name, Title, Phone, Fax, EDI, E-mail.

f. Remit-To Vendor ID other than 11-a for Large Vendor companys with centralized A/PV

g. Ship Via selected from a dropdown list.

h. Language, Currency, Vendor Type (user defined), SIC, D&B, Bank Code, Vendor's Bank Code (A/P payment)

i. Credit Limit, Available Credit

j. Balance Method (Open Item, Balance Forward)

k. Payment Type (Check, Draft, Wire, etc.)

l. Payment Hold Reason Code and Date

m. Payment terms

n. Statement Frequency

o. Letter of Credit Required

q. Invoice Frequency (Daily, Weekly, Monthly, etc.)

r. Invoice Type (Individual, By Purchase Order, Consolidated).

s. E-mail Invoices (Y/N)

t. Tax ID

u. Payments & Purchases (Month-To-Date, Year-To-Date, Last Year)

v. Discounts Received (YTD, Last Year)

w. Last (Invoive #, Invoice Date, Payment Date, Finance Charge Date)

x. Last Purchase date

y. RFQ (Fax, E-mail or print)

z. PO (Eax, E-mail or print)

12. Provide for the Purchase and Receipt of non-Inventory.

13. Provide for the Receipt and immediate Issue/Charging of referenced PO Line Items to the referenced Sales Order or Jobs

14. Provide RFQ's with the following functionality:

a. Multiple Line Items per RFQ and multiple Vendors per Line Item is required.

b. Notes at the RFQ, and RFQ Line Item levels.

c. A Quantity Price Break Table with lead-times for each RFQ Line Item

d. The RFQ Print could process all of the attached Vendors:

1) Auto Fax if the Vendor is setup for Fax.

2) Auto E-Mail the RFQ, if the Vendor is setup for e-mail.

3) If the Vendor is not setup for Fax or E-mail, print hard copy.

d. Effectively, each Vendor attached to a given RFQ Line Item has a separate copy of the Line Item in which to store their responses (Quantity, Price, Lead-Time).

e. Once a Vendor has been designated as winning the RQF, prompt the user to create a Purchase Order from the RFQ

f. Provide for non-Parts on RFQ Line Items

15. Provide for the Print Purchase Order program to prompt the User to: a. E-mail the Purchase Order, if the Customer has an e-mail address.

b. Fax the Purchase Order, if the Customer has a Fax number.

c. Print the Purchase Order by default.

16. Provide an all purpose Vendor Inquiry driven by entering a Vendor ID or a partical Vendor Name match with the following display options:

a. Purchase Orders

b. Purchase Order Lines

c. Receipt Detail

c. RFQ

d. RFQ Lines

f. Remit-To

17. Double click on a display line and you are linked to the normal screen/form.

18. Provide a bar-coded Scheduled Receipts Report which could be used to drive Purchase Order Receiving.

19. Provide Purchase Requisition Management for Parts, as well as, Supplies, Furniture, etc.

a. Authoriry and sign-off levels.

b. Generate Purchase Order from Requisition.

20. Supplier Relationship Management