FF&EZ-Design/Purchasing

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Since the Design/Purchasing version includes all the features of the Design module, be sure to read about that version to have a complete picture of what Design/Purchasing is about.

The Purchasing module takes up where the Design module ends, using the FF&E data that has been organized into areas and rooms (or sales quotes) in the Design module and converting it into numbered purchase orders that can be issued, tracked and invoiced.  This process starts with the Order command button that appears on the Design module's FF&E Worksheet. Since the FF&E Worksheet shows you the contents of each room in your project, you are working from a natural starting point that can be sorted by location, by vendor or by object type, as well as queried for specific groups of items (such as "order by" dates) as a way of getting a handle on what needs to be ordered. When you click on the Order button, it displays a screen on which you can define a scope of items to convert to orders:

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Notice that you can order using a combination of common scopes (groups) of items, or you can order whatever is visible in a query that you have set up prior to clicking on this button.

The Purchasing Module includes the following major screens that are used to manage purchase orders:

  • Purchase Orders List
  • Order Expediting
  • Invoices (of either FF&E sales or purchasing fees)
  • Check Requests (for payments to vendors)

The Purchase Orders List screen is the heart of the ordering system, providing a single screen from which you can review the majority of information about orders, issue them, revise them, etc. 

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Centralized processing

On the Orders List and Expediting screens the Processing function handles issuing orders, check requests and invoices, as well as entry (reconciliation) of vendor invoices for orders.  You can process a single order or invoice at a time or process batches of items using standard scopes or query results to speed up throughput.

Flexible data entry and exception handling

FF&EZ uses the standard division of orders into an order header (containing vendor, client, project and shipping information) and order items, but to this it adds a third level, the item split, which is used to handle the expected (and unexpected) variations in order processing, such as split shipments, split invoices, etc.  Splits can be created by splitting the item manually before the order is issued or automatically when shipping quantities or schedules demand it.

If your client needs analysis of orders by accounting codes, these can be entered in either the Design or Purchasing systems (codes on the Specification screen carry through to the order items).  A custom plug-in can be designed to do more complex coding if needed.

Data entry tools

Although most orders are created automatically by converting FF&EZ-Design data, like FF&EZ-Design the Purchasing system include functions that allow you to:

  • Clone existing orders to create new ones
  • Replace existing order items
  • Import order items from existing orders, project specs or from the Library
  • Route order shipping to another vendor instead of the project or client address

Revision tracking

FF&EZ-Purchasing also includes an automatic revision tracking system that creates user and date-stamped revision notes when vendor-related data is changed on issued orders.  The revision notes can print automatically when a PO is reprinted, with individual items marked by a revision date.

Order item status tracking

The Expediting screen includes a shipping status display that color-codes critical or late items and allows you to update the shipping status of single items or entire orders at one time, with fields to track split shipments or quantity variances (over- or under-runs).  Status entries can be made to individual items or all items in an order.

Flexible invoicing

FF&EZ can invoice based on a sell price (in for-profit projects or quotes) or a purchasing fee.  On purchasing management projects, it can also issue check requests to your client (or another department) for deposits or payments owed to a vendor.  It can easily handle partial invoicing (or check requests) based on the shipping or delivery status of individual order items.

Many useful reports

The system includes a number of status and analysis reports that can break orders and order items down by vendor, project and/or budget codes (which copy through from FF&EZ-Design).

For downloadable examples of screens and reports, see the More Information page.