To fully utilize the Purchase module in ProdSys, you must configure it to match your business needs. Proper setup ensures seamless integration with other modules like inventory, suppliers, and finance, which streamlines procurement and helps maintain operational efficiency.
Follow these steps to set up the Purchase module:
Step 1: Access the Purchase Module Settings
Log in to ProdSys,
Step 2: Configure Supplier Information
Open the contact list and select suppliers, manage your list of suppliers:
https://app.prodsys.com/#/contacts
Create new suppliers or edit existing.
Note: A customer can also be a supplier open the Customer and select Supplier to add it as supplier and generate a new supplier no.Input supplier details, such as contact information, payment terms, and delivery options.
Assign default terms like currency, delivery methods, and payment conditions that will apply to each supplier.
Make sure to categorize suppliers for easier management, especially if you have specific suppliers for different product categories.
Step 4: Define Articles Information
Go to the Articles and ensure that all the items you plan to order are correctly entered in the system.
https://app.prodsys.com/#/articles/articles
Set Unit qty for the default purchase qty
Go to Calculation tab set the correct purchase price with currency and discount %.
Go to Sales tab and set correct Purchase account
Go to Supplier tab select default supplier and supplier article no
Add alternative suppliers with price and supplier article number
Got to Logistic tab and set the parameters for logistic movement and purchase parameters like reorder points or minimum stock levels.
To ensure that the article works for Inventory check the Stock item.
If it is part of Stocktake check this also.Got to Inventory tab to add stock level if necessary
Step 5: Set up Purchase order formula
Configure purchase order reports formats to ensure that all information is provided on the purchase order.
https://app.prodsys.com/#/settings/reports
Edit or add new Purchase report with report layout and email setup.
Note: You can add several reports to use for purchase depending the article or the supplier and level of details.
Step 6: Assign user permissions:
Ensure that only authorized personnel can create, approve, or modify purchase orders by setting role-based permissions.
https://app.prodsys.com/#/permissions
Select role or create new role. Edit the role and assign it to the employee
Add access at the order level and ordering:
System/Permissions/Order/Settings
System/Permissions/Order categories
Add access to warehouse:
System/Permissions/Logistics / Warehouse
Assign role to the employee
https://app.prodsys.com/#/users
Open the user and assign the role
Once you have completed the configuration, run a few test purchase orders to ensure everything is working as expected.
Review and validate the process from order creation to inventory update upon receiving goods, ensuring seamless flow between modules.
By following these steps, your Purchase module will be fully operational, ensuring a streamlined, efficient procurement process tailored to your business needs.