procurement software

FUNCTIONS

PROCUREMENTCODE is a web based system which can be accessed by a password protected screen, so only authorised personnel have access to the procurement section. System administrators have the ability to set permission access and monitor logins to see if there has been any attempted misuse of the system. For security purposes, all user accounts can be automatically suspended after a pre-defined number of failed logins.

Access can be given to multiple members of staff from multiple offices. Once the user has logged into the system, it will automatically set all print defaults to their designated office. The user will be presented with a full list of print and stationery available; they can then select the quantities of each amount they require. The minimum order quantity for each item can be set by central services, ensuring cost effective mangement of order quantities.

The system works in a 'shopping cart' style, where users can add items to their 'basket'. When they are ready to order, they simply press the confirmation button and the print order is processed.

When an item is added to the basket, the stock levels can be automatically adjusted to allow for the quantity reduction.

The ordering process

There are a number of ways in which the ordering process can be controlled. These include:

Monthly Orders:
Designated staff in each office can build up an order over a month and on, for example, the 30th of each month, the order is automatically processed for each office.

Ordering on demand:
Designated staff members can build up a large order or order items when they need them, this will allow each office to have more control over it's stock and when staff can order.

Central Services ordering:
Central Services can monitor order build up from all offices and when they feel there are enough orders to process they can then activate the order. Central services can set the date for the next order to go through, allowing each office to see when it has to order stock. Also Central Services will be able to edit the orders from each office.

Reporting features.

The system can have a built in reporting capability, which will allow administrators to interrogate the system to view key information. This includes:

• Office orders
• Stock levels
• Most popular items
• Items ordered per office/practice
• Orders/Invoices
• Stock on order

The data can be displayed in a standardised format with supporting graphical displays.

The reporting system can be set to alert system administrators at a point when stock levels are becoming increasingly low. For example, each stock item could have a minimum quantity level; when this level is reached.