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Purchasing

All products that the company buys are entered into a buying catalogue and then a user selects from this catalogue when submitting an invoice for payment approval, when requesting a purchase order to be signed off or when making an expense claim. Products can then be linked to suppliers or not on a case by case basis and once a request for approval has been submitted the user can see which stage in the approval process the request is currently waiting for.

All of these processes are easy to follow and an overview of each process can be viewed to show the stage in the process that a particular submission is waiting on.

These processes are specific to your business and your invoice payment approval process, purchase order sign off process and your expense claim process. When we set this module up then we program all 3 processes into the system and ClickHQ records when and who completes each step.

This module provides three processes for users to follow in order to:

1. Get Approval for the Payment of Supplier Invoices

Go to a Contact, select add an invoice, choose a product or products from the buying catalogue menu, set the quantity and price according to the invoiced amount(s), add the invoice number, invoice date, due date, add any relevant notes, attach a copy of the invoice and then sign off any items on the approval process that you have permission for e.g. Check Invoice against delivery note. Then submit into the approval process and watch the progress in the overview screen. Those with permission for the various stages of approval will see the request and then sign off their areas of responsibility until all the stages are complete and the request will join the approved for payment list. The final sign off includes the date that it can be paid so an item can be approved for payment but only after x date. On each Contacts profile screen there is a supplier ledger which shows all invoices received from suppliers, all payments made to suppliers and an account balance.

2. Get Purchase Orders Signed Off

Go to purchasing, select new purchase order, choose a product or products from the buying catalogue menu, set the quantity and price according to the quotes that you have received, choose a supplier or select the no supplier chosen option add any relevant notes, attach a copy of any quotes received and then sign off any items on the approval process that you have permission for e.g. Get three written quotes or research complete. Then submit into the approval process and watch the progress in the overview screen. Those with permission for the various stages of approval will see the request and then sign off their areas of responsibility until all the stages are complete and the request will join the approved for purchase list. Once approved the purchase order can be printed off or emailed to a supplier in pdf format.

3. Make Expense Claims

Go to purchasing, select add a new expense claim, choose a product or products from the buying catalogue menu, set the quantity and price according to the amount that you are claiming, select the expense claim date, add any relevant notes, select a supplier or leave as no supplier selected, upload your receipts or hand an envelope of receipts to the accounts department, confirm that you have checked the claim and then submit the claim for approval and watch the progress in the overview screen. Those with permission for the various stages of approval will see the request and then sign off their areas of responsibility until all the stages are complete and the request will join the approved for payment list. Any user making an expense claim can see the claim once submitted in their expenses ledger in their user profile this will also show any payments made by the company to them and a balance on the account.

When a payment is made to a supplier or to an employee in response to an invoice or expense claim the user making the payment will enter the details into the purchasing payment screen. He / She will select either the supplier payment or the user expense claim option and then select a supplier or user from drop down menus, set the date that the payment was/is being made, the method of payment, a payment reference number, the amount paid and any relevant notes before clicking add payment. The relevant ledgers will then be updated so that users will know that their expenses have been paid and users looking after suppliers will be able to inform suppliers of the payment if asked.

The supplier payment history screen will show a list of recent payments to suppliers for quick reference.

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