Online Supplier Orders


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An automated e-purchasing system

How does e-purchasing work in SOMS?

The Supplier Purchase Order system in "SOMS" is fully automated and the whole process is done electronically on the internet from beginning to end.

In "SOMS", we have created an e-purchasing chain. Each step of the purchasing process carries through to the next level of the process, just like the links of a chain which are interlocked and thereby form one continous strand.

  1. The first link of the chain is Customer Orders. Do you need to buy stock to complete customer orders? The system must be able to tell you which products you need to buy to complete a customer order.
  2. The second link of the chain is Supplier enquiries. Request prices from suppliers and send the enquiries directly from your system without exiting it.
  3. The third link of the chain is Supplier Quotes. Receive prices from suppliers directly in your system before placing orders.
  4. The fourth link of the chain is Purchase Orders. Let the system compare prices from received quotes and then place your orders accordingly.
  5. The fifth link of the chain is Supplier Invoice. Let "SOMS" match the quoted prices to the invoiced prices.
  6. The sixth link of the chain is Shipping List. Receive and count products.
  7. The seventh link of the chain is Credit Notes. Request credit for shortfalls.
  8. The eighth link of the chain is Costings. Let "SOMS" cost the incoming stock automatically.
  9. The ninth link of the chain is Stock Update. Let "SOMS" add the incoming products to stock automatically.
  10. The tenth link of the chain is Payment. "SOMS" will create a payment remittance for you.
  11. The eleventh link of the chain is your Accounting. "SOMS" will take care of it automatically.

The chain of events is now completed. So now with some imagination you can read on and try to understand how the system works. You can also try to understand why we claim that "SOMS" is an automated system.

Managing Supplier Enquiries

In "SOMS" you can create supplier enquiries whenever you like. However, the system is also able to scan customer orders and verify whether or not you have sufficient stock to complete the orders. "SOMS" will then create a list of the products that need to be purchased. From that list you will be able to generate supplier enquiries with one simple click. The system knows which suppliers to select and which products to include in each enquiry. suppliers will therefore not be asked to quote on products that they do not supply.

When the enquiries have been created by "SOMS", you can decide to send them by simply clicking on the Send Enquiry button and automated emails will be sent to the selected suppliers.

Even though the enquiry system is fully automated, you can still intervene and edit the enquiry before it is sent. You could add products to the enquiry if necessary or you could choose to deselect a supplier so that the system does not send him the enquiry.

In the enquiry there are comment fields for each product line as well as a general comments field. In these fields you may request that a particular product is packed in a certain way for example.

Managing Supplier Quotes

When your suppliers have received your enquiries which were sent by "SOMS" via automated emails, they are able to open the link to the enquiry and quote you directly within the enquiry. Each product line has a box where the supplier inserts the price for that product.

The supplier is also able to view previous quotes for each product by simply clicking on a button within each product line. If he wishes to use the same price as one from a previous quote he simply clicks on the relevant arrow and "SOMS" will insert the price for him.

The supplier will be able to see your comments and he can respond to them within the fields provided.

The supplier has to fill in an expiry date before he can submit his quote.

"SOMS" automatically recognises the supplier staff member who has received the enquiry and therefore his name will be attached to the quote that was created by him from your enquiry.

Once the supplier has completed the quote he can send it to you by simply clicking on the Submit button. This will send it to your ADMIN CONSOLE into your Dashboard.

Managing Supplier Orders

You may have received several quotes from different suppliers for various products and you now have to decide who to place orders with.

Your decision will obviously be guided by the price and availability of each product that each supplier has quoted on.

In "SOMS" the orders are generated from the quotes. You simply allocate a quantity for each product line to the suppliers of your choice and then click on the Generate Order button and "SOMS" will send automated emails, with links to the order, to each supplier. The orders will carry the prices from the quotes and the quote numbers will appear on the orders. This process is fully automated and therefore you cannot insert the wrong price in the order.

You are able to place an order without a quote if you have a Supplier Price List. In this case "SOMS" simply inserts these prices into the order. Either way, quote or no quote, you have prices that were submitted by the supplier.

Managing Supplier Invoices

Supplier invoices in "SOMS" are not simply added as a record, they are used by the system as part of the automated Purchasing Management system.

When you receive an invoice from your supplier you match it up to a supplier Purchase Order/s. This allows "SOMS" to automatically create an Incoming Stock list.

You then scan the original invoice and upload it in the system so that it is available online at all times.

Managing Incoming Stock

Shipping lists ( incoming stock lists ) are created automatically by "SOMS" from supplier invoices.

These shipping stock lists are used to match stock deliveries from your suppliers to their Invoices and to record any discrepancies. Each product line on the list shows the quantity that was invoiced by the supplier. Each product line also has a field to record shortfalls and a field to record oversupplied products.

There are other simple management options in the shipping list which are all automated ( requesting credit notes for example ).

Managing Supplier Credit Notes

In "SOMS", supplier credit notes are created automatically when you record a stock shortfall in the shipping list. 

"SOMS" creates a list of all the items that were not delivered in accordance with your supplier's invoice and the system sends out an email to the supplier requesting a credit note.

The credit note will be processed by "SOMS" once you have received the actual document from your supplier. Product costings and invoice payments will be adjusted accordingly.

Managing Supplier Payments

When you make a payment to a supplier in "SOMS", the system will require you to select the invoices and credit notes that the payment relates to. A remittance will be created by the system and emailed to your supplier.