PURCHASING

Q: Do we exclusively use Purchasing within MAPCON or do we coordinate with an external Purchasing system?

A: MAPCON's Purchasing module is fully integrated with other modules in the system. Turning on the Software Switch is all that's needed (see System Setup Step 1 - Set Software Switches - Purchasing).

However, coordinating with an external system raises further issues, and contacting a knowledgeable Support Specialist is highly recommended.

If PO numbers are cross-referenced between the two systems, using the Corp PO field is helpful. Some facilities just generate the next available generic PO number in MAPCON and use the Corp PO field to enter the PO # from the alternate purchasing system.

Alternatively, some sites allow MAPCON to generate Requests (Requisitions) which are then handed off to the other purchasing system  for full processing. When items are received from the Vendor, MAPCON Purchasing is notified and an After the Fact PO can be used within  MAPCON to shortcut the processing time and update inventory quantities quickly and easily.

Q: Will Requisitions be used?

A: Use Purchase Requisitions to allow low level Users to Request that  parts be ordered. Requests are then transferred to regular Purchase Orders where authorized personnel can approve them and forward them to the proper Vendor. In addition to speeding up the ordering process, Requests also help eliminate sending duplicate orders because multiple Requests to the same Vendor can be transferred to one PO.

MAPCON's automatic reorder system will also generate Requests for parts that fall below their established minimum stocking level. The Initiated By field on the Requisition will show Automatic Reorder. For efficiency and possibly lower shipping costs, combine multiple Requisitions to the same Vendor into one Purchase Order.

Q: Will we need multiple Approval on the Purchase Order?

A: MAPCON is setup for singular approval of purchase orders, but will  allow for multiple approval if needed. Turn on the Software (see System  Setup Step 1 - Set Software Switches - Purchasing), and the single-value Approval field will display a multi-valued table instead.

Enter the MAPCON Sign-On Initials for each person who needs to sign-off on the order. When they log into MAPCON, a message box will popup  informing them of Orders that need their Approval.  Purchase Orders requiring multiple Approval cannot be processed further until all Approvals are met.

Q: Will we Reconcile Invoices, or just send POs to history after Receiving?

A: MAPCON is flexible about how detailed you wish to track receiving  information. This is controlled by a Software Switch (see System Setup  Step 1 - Set Software Switches - Purchasing). Some sites will Receive  items, then send POs to history immediately. This allows Receipts to be  quickly processed against POs to increase inventory levels.

However, many facilities wish to track the variance between what price was  expected and what price it came in for. Turning on Invoice Reconciliation  allows POs to be reconfirmed that they were properly processed.  Additionally, a Software Switch can be activated which will create a Log of  Exceptions - in other words, track Vendor prices that vary beyond a User-defined percentage (i.e. if price varies by greater than 10% it makes an entry in the exception log).