Purchase Order Construction Software
If controlling and tracking purchase orders are part of your accounting
goals, FOUNDATION for Windows construction software is the solution.
Tightly integrated with the optional Inventory Module, Accounts
Payable, and Job Costing, the Purchase Orders/Subcontracts Module
allows you to order inventory; print POs, change orders and subcontracts;
report committed costs; and control invoicing.
Click to learn more about these highlights of the
Purchase Orders/Subcontracts Module:
Easy Data Entry
Purchase order/subcontract entry in FOUNDATION construction software
is designed to be flexible enough to require little data entry,
but powerful enough to allow entry of all necessary detail. PO/subs
can be "basic," allowing entry of a description and extended
amount, or "detailed," allowing entry of an item description,
unit of measure, quantity, unit cost, extended cost and sales tax
information. All PO/subs can distributed to multiple G/L expense
accounts, jobs and job cost detail. Other information that can be
recorded includes:
- Status, including open, closed, pending or cancelled
- Inventory receiving status, including if and where an item is
to be received, the quantity currently received and the quantity
remaining
- Delivery date, ship via, FOB and other delivery instructions
- Ship to address including job, company or other address
- Buyer
- Default payment terms
- Default retainage percent
Back to top
User-Defined Designs for Printing
The base system includes the powerful PO/SubGenie®,
which guides you through the creation of PO/sub designs for printing.
You can create an unlimited number of purchase orders and subcontracts
- one for each vendor, if desired. Each PO/sub can include a free-form
section or line-item detail referencing information entered on the
PO/sub. The designs can be in full-color and can include graphics
such as your company logo, boxes and lines. The PO/subs templates
you design can be saved, reused, copied and modified. In addition,
several pre-designed formats are available for use immediately.
These include a format designed to print on letterhead, a detailed
format and a freeform body format.
Back to top
Optional Integration with Inventory
The optional Inventory Module can be
used to default a great deal of information about inventory items
to PO/subs. By selecting an item number, the description, purchasing
unit of measure, unit cost for the selected vendor and taxability
will default automatically, but can be overridden. This information
is linked to inventory receipts to provide a cross-check between
ordering and receiving, and to eliminate repetitive data entry.
The on-order status of inventory items is automatically updated,
and the costs tracked as committed. If you choose not to track inventory,
much of the same information can optionally be included on a free-form
entry basis.
Back to top
Committed Costs in Job Costing
PO/subs are fully integrated with the Job Costing Module so that
job reports reflect committed costs. A simple checkbox allows you
to close the entire remaining PO/sub costs, or you can close the
costs on an item-by-item basis. Either way, closing the remaining
costs ensures they are no longer earmarked as "committed"
in Job Costing.
Back to top
Controlled Spending
PO/subs are easily linked to payable invoices to ensure a cross-check
between ordering and payment. With the optional Inventory Module,
the cross-check also includes receipt of the goods. Users can indicate
whether a PO/sub is required for each payable invoice, and user-defined
controls may prevent variance of PO/sub totals or detail amounts
to corresponding invoice amounts. The vendor, job, and amounts -
including retainage and tax - can default from a PO/sub. Multiple
invoices may be linked to each PO/sub to reflect partial billing.
Back to top
Flexible Change Order Tracking
Changes to PO/subs can be entered through several methods, including
making changes directly to the original PO/sub or recording separate
change orders. Inventory quantities will be tracked using totals
from PO/subs and change orders, but non-inventory invoicing can
be done against totals or against each PO/sub and change
order separately. A "blanket" PO/sub allowing unlimited
or maximum spending with a particular vendor can be entered.
Back to top
Reminders of Important Dates
FOUNDATION construction software can optionally provide warnings
about important dates such as the expiration of a subcontractor's
liability or workers' compensation insurance. The system will provide
a warning or prevention (at the user's discretion) when a PO/sub
is entered.
Back to top
Powerful Reporting
The Purchase Orders/Subcontracts Module is tightly integrated with
Accounts Payable and Job Costing, meaning committed costs, invoiced
amounts, remaining committed and paid amounts are easily reported
through the variety of reports available. Furthermore, committed
cost information can be included on reports custom-designed through
the Job Costing DataGenie®.
PO/Sub Reports are completely date-sensitive and can be filtered
to include only purchase orders, only subcontracts, or both. In
addition, they can be run by vendor, job, buyer or status. Some
of the report topics include:
- PO/Sub List
- Change Order List
- PO/Sub by Cost Code
- PO/Sub Detail
- PO/Sub Status
- Inventory Item Detail
- Receipts Detail
|
 |
 |
See why contractors use FOUNDATION as their construction accounting software!
(click here) |
|
 |
|
 |
| |
|
