Purchase & Automatic Ordering
If the shop never performed a repair, then inventory would remain constant and our jobs would be simple. Unfortunately, equipment needs repairs and replacement parts. Inventory drops when parts are used in repairs and need to be replaced for future repairs. Purchase orders allow the fleet manager to replenish the inventory stock for each from the respective vendor.
The following sample purchase order was created automatically.
The above example shows the vendor number and information which is directly linked from the Vendor screen, and the employee who created and/or authorized the purchase order. The invoice and cost are used to forward the purchase order to the accounts payable system for payment. The Print button allows you to preview the purchase order before printing it. You may also fax the purchase order from this preview screen.
The parts to be ordered or received are under the Pasts Ordered or Parts Received tab, shown below. The parts are directly linked to the Parts Inventory system. The parts listing shows the quantity, part number, description, general ledger, unit price, and tax percentages. The printed or faxed purchase order will perform the necessary math of subtotaling and totaling to create a complete purchase order.
To make your job easier, we have programmed an Automatic Ordering system. You can use the manual ordering system at any time, and in fact they are both integrated. The fleet manager would simply push a button to run the automatic ordering. Automatic ordering would scan the entire Parts Inventory and create purchase orders based each part's ordering parameters. After automatic ordering creates these new POs, you may view or edit the POs before printing to send or faxing the orders to each of the vendors. The faxing occurs directly from the computer to the vendor's fax machine. When the order is delivered, Fleet Dynamics asks you to confirm the parts quantity for inventory and costs for repair orders and payables.