ActivPO - Purchasing

ActivPO is designed to collect purchasing data from a variety of sources and consolidate, track, report, and analyze the data in almost any form you can imagine. ActivPO is designed to facilitate your vendor relationships and manage your purchasing budgets with extremely flexible processes that can be adjusted as your business grows.

ActivPO Features and Benefits

One-Stop Shopping

All related purchase order information is viewed from the same form. Tabs at the bottom of the form can be accessed to reveal all invoice history, receipt history, payment history, print history, related attachments, and related vendor correspondence.

Invoices/Payments

All AP information created from Purchasing activity is seamlessly integrated. Flexible drill-down capabilities are available from AP invoice and payment information directly to the order and purchase details in ActivPO.

Departments

ActivPO supports a multi-department environment for purchasing activity. Department designations can be used to define varying approval requirements and personnel. Users (operators) can be restricted to entering purchases for specific departments. In addition, purchasing relationships by vendor can be restricted by department.

Products

ActivPO provides for the flexible definition of the goods and services you purchase from your vendors. Each product can be defined with multiple units of measure and can be supplied by any number of vendors. Date effective costs can be specified for each vendor/UOM combination. An “allocated” product type is available to record costs (such as freight) that should be spread across all items on an order.

Paperless

You can scan any data and attach the scans to the appropriate records within the ActivPO system. Purchase Orders, Invoices, Packing Lists, etc., can all be electronically attached to the appropriate Purchase Order.

PO “Print” Tracking

Every “print” or “re-print” of the purchase order is tracked/logged, along with the communication medium used to send the purchase order to the vendor for fulfillment. In addition, a PDF attachment of the purchase order can be attached to the print record.

Shipment Tracking

Flexible shipment tracking is available to track a virtually unlimited number of shipments on each purchase order. Shipment tracking includes an address for each shipment, the freight terms, shipping company, and a shipment tracking number (with a direct link to the shipper’s tracking website).

PO Approvals

All AP information created from Purchasing activity is seamlessly integrated. Flexible drill-down capabilities are available from AP invoice and payment information directly to the order and purchase details in ActivPO.

Calculated Totals

Many purchasing systems rely on pre-calculated totals (“buckets”) to make reporting efficient. These totals are often placed on vendor forms to show total purchases or total receipts. ActivPO relies on an efficient use of the database so that totals are always calculated when needed. There is no possibility of detail data not matching the totals.