June 12th, 2007	i-Tr@der MODULE FACT SHEET	MOD00007
Document Library	Purchase Order System (iPos)

Introduction

The i-Tr@der Business Platform was designed from the start to be a single joined up comprehensive business system that would enable small to medium sized businesses to run their entire business with just a web browser.

iPos - Purchase Order System, enables companies to create Purchase Orders, electronically send those Orders to Suppliers, chase Suppliers to make sure they deliver on time and then record that the services have been received or book the products into the stock system (iPic). iPos uses the unique i-Tr@der method of sending documents produced via the system electronically which has some significant benefits :-

• Encrypted link to ensure that Suppliers see only the Orders Placed on them
• Documents produced in a consistent house style, professional and clear
• Acknowledgements automatically received when the Supplier views the Purchase Order
• Savings in Postage, Envelopes, Paper and printing Ink.
• Quick and simple to do

iPos also provides Suppliers with the ability to log into the system and review the Purchase Orders that they have been sent. 

below creating a new Purchase Order - Figure 007.01

Feature Highlights

Some of the key features of the iPos - Purchase Order System are shown in the table below :-

FEATURES	FEATURES
Simple to use, designed in the same style as all other modules	Automatic confirmation of Purchase Order having been viewed when opened by the Supplier
Create Purchase Orders for Stock and non-Stock products	Purchase Orders due for Progressing (chasing) report
Attach documents to the Purchase Order such as Specifications, Drawings or Images	Receive ordered Services and Goods into Stock / Quality Control
Link for purchasing terms and conditions	Online viewing of Historical Orders placed
Foreign Currency supported	Supplier Login to view Purchase Orders sent to them
Full Purchase Order revision control	Recommended Purchase Orders (coming soon)
Customisable Purchase Order Header and Footer to adopt a consistent house style for external documents	Process Returns to Supplier (coming soon)

below an example of the Published Purchase Order received electronically by the Supplier - Figure 007.02

Integration with other modules

iPos can be used solely to place Purchase Orders on Suppliers. As part of the i-Tr@der Business Platform however it integrates as necessary with many other modules. iPos stores all the Published Purchase Orders in the VFS (Virtual File System) System area. iPos integrates with stock for placing product orders and also for receiving products into the stores. iPos integrates with iSop (Sales Order Processing) for those product that are 'Back to Back' i.e. Products only purchased when sold and not normally held in stock. When Back-to-Back products are sold this produces a recommended Purchase Order in iPos. iPos also integrates with its sister product iPos - Purchase Ledger. Invoices received from Suppliers can be checked off against the Purchase Orders to ensure what was ordered and received is the same as that being Invoiced.

Below are some other screen shots from the i-Pos module :-

Chasing Suppliers to meet Delivery promises

It is no use complaining about Suppliers performance unless correct progressing and chasing methods have been deployed as part of the process. iPos produces a daily checklist for those in this role, of all Purchase Orders and items that are due to be chased (progressed). Comments can be recorded regarding conversations and promises as part of this process along with the resetting the next progress date.

below progressing a Purchase Order Item with a Supplier making sure the deliveries promised will be met - Figure 007.03

A new way of placing Purchase Orders

i-Tr@der has been developed to work entirely over the Internet, as such external documents such as Purchase Orders are routinely emailed as a simple part of the normal process. There is no need to save documents and then attach them to emails. When producing a Purchase Order for a Supplier where we have the email address details the Purchase Order is sent immediately as a link in an email as shown below. It is automatically Filed, available for Viewing in the system and a huge bonus is that the person who created the Purchase Order will receive an acknowledgement that the Order has been viewed when the Supplier opens the document.

below example of an email received by a Supplier. Contains the link to view the new Purchase Order  - Figure 007.04