High powered multi-functionality built into the Purchasing module allows for processing and printing of purchase orders, receiving and inspecting incoming inventory, maintaining vendor quotes, and obtaining standard purchasing reports. Information within this program links directly to Accounts Payable, Inventory Control, and Order Entry functions. Coupled with the Work Order module, the Purchasing program supports outside processing of merchandise and drop shipment of inventory directly from vendors. Automated purchasing advice suggests when inventory items are low and need to be purchased, the quantity of each item, and the vendors from which to purchase.
  • Automatic Inventory Replenishment ensures that materials will be on-hand for customers without the worry of low or excess stock.
  • Drop Shipments alleviate the hassle of extra inventory by allowing customer orders to be shipped directly from various vendor locations.
  • Accounts Payable Integration automatically links received materials against purchase orders.
  • Full Audit Trails of Purchase Order transactions ensures the safety of your information by tracking each item from the purchasing point to inventory receiving.
With high tech sophistication, this module fully supports the system-wide flexible units of measure, allowing inventory to be purchased, received, stocked, and sold in multiple units of measure with conversions automatically calculated by the system.

Entering New Purchase Orders

Advantage allows you to input new orders as well as edit, list, and examine existing orders. You can choose to assign purchase order numbers either automatically by the system, or manually. Once a purchase order number has been assigned, Vendor information can be established including vendor name, contact, office location, product manager, warehouse location, etc. Messages for internal or vendor viewing can be attached and printed to each purchase order.


Receiving programs are integrated with the Inventory Control and Accounts Payable modules providing the ability to:
  • Enter receivers against purchase orders.
  • Update inventory with receiver information.
  • Print receiving labels for inventory, and print receiver logs.
As merchandise is received, receivers are created so that quantities can be entered against purchase orders. Posting receiver information automatically updates quantities in the Master Inventory File. The Accounting Department can then match the receivers to the appropriate invoice for tracking purposes.

Posting Receivings:

Enter newly received inventory into the system. These quantities are then added to available inventory, except for those items scheduled for inspection. Inspection items are added to the Incoming Inspections program. The Daily Receiving Report Posting Journal is produced once receivings are posted.


When items requiring inspection are received, they are posted to the designated inspection location and do not become available in stock until they have passed the specified criteria. Inspection parameters can be set either on individual parts, or on entire product lines. Orders can be partially, or entirely rejected if they do not meet the inspection criteria.

Items sent to inspection locations will count as received, but will not be available in inventory until they are released from inspections. A list of user defined steps to follow when inspecting received materials is designated in this program. After inspections are completed, inventory can be posted to the following locations:

  • Warehouse Stock
  • Return to Vendor
  • Scrap
  • Rework
  • Material Review Board

Drop Shipping:

This function links purchase orders directly to customers' orders, allowing items to be shipped directly from the vendor to the customer. When the part number for a drop ship item is entered during order entry, a message will indicate that the item will be shipped directly from the vendor. Purchase orders for drop ship items are automatically created through the Build Purchasing Advice program.

Purchasing Advice:

This program provides for automated ordering of inventory once it falls below designated minimum quantities. You will assign minimum and maximum inventory quantities, whereby the program is set to generate purchase orders for inventory once it falls below specifications. Inventory will only be ordered up to the maximum quantity established. Outstanding orders, which may affect inventory levels, are also taken into account. Purchase orders generated by the Purchasing Advice program can be accepted as is, or edited.

On-Screen Purchasing:

Allows for editing of advice items, adding items to the advice file on a specific vendor basis, or issuing purchase orders on an individual basis. This program is ideal to use when individual purchase orders for a specific part are necessary, or when changes need to be made to the advice file for an individual vendor.

Vendor Quote Maintenance:

This function is used to enter vendor price quotes for inventory items. Multiple quotes from different vendors can be input for each item with a purchasing preference assigned to every quote. When items are entered on a purchase order, either manually or through the Purchasing Advice module, the vendor and pricing information defaults to the highest preference quote.

associated pages

Advantage Warehouse Management
Advantage Accounting
Advantage e-Commerce
Advantage Order Management
Advantage Reporting
Advantage Retail
Advantage CRM
Advantage Marketing
Advantage Purchasing
Advantage Shipping