Take control of your inventory and distribution
with the complete business management system
for QuickBooks® users.

ACCTivate! Inventory & Distribution software for QuickBooks with inventory control, CRM, EDI, warehousing, order management, purchasing, shipping and installation, service & repair management
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Purchasing management


At the heart of ACCTivate!'s Purchasing management system is a repository of purchasing history information that can be accessed by all authorized company personnel. Quick access to current & historical pricing, cross-referencable product codes, and a robust tool set for managing purchasing activities, enables streamlined processes and improved spend management.
View the purchasing demos

Streamline the complexities of purchasing management with ACCTivate! Purchasing Management ~ dynamic purchasing management software for managing:

Purchase requisitions

Quickly and easily process requests to purchase goods or services within ACCTivate!

>   Requestor creates a purchase requisition in ACCTivate!
>   Manager can review all request and approve each individually
>   Request for approval emails can be sent from ACCTivate! alerting users a request is awaiting their request
>   Purchasing requisition information will be contained in the history, including notes

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Requests for quotes

>  Once approved, purchase requisitions can be converted to requests for quotes to one or more vendors
or directly to a purchase order.
>  All Open Request for Quotes are displayed in ACCTivate! Alerts and are organized by PO number.
All information can be filtered based on user-defined criteria.
>  Request for Quote information will be contained in the history, including notes and email

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Purchase orders

>  Purchase orders can have 4 different statuses within ACCTivate! – Entered, Request for Quote,
Pending Approval and Issued.
>  Upon receipt of vendor pricing and vendor selection, a purchase order is easily created within ACCTivate!
>  Purchase orders can also be created based on pre-established reorder policies and procedures using
preferred vendors and inventory reorder alerts.
>  Purchase order numbers are automatically generated and tracked within ACCTivate!
>  Purchase orders can be printed & mailed or sent via email
>  Purchase order information will be contained in the history, including notes and email.

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Receiving & payment

>  Upon receipt of the shipment by the warehouse, the items are received into inventory either manually
or directly through use of a wireless device
>  Upon receipt of the invoice, the invoice is entered into ACCTivate!
>  3 way matching occurs to ensure the purchase order details, the invoice details, and the receiving details match
and changes made as appropriate.
>  The vendor invoice is approved and submitted to QuickBooks for payment.

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Purchasing alerts

Daily management of purchasing activity is simplified with ACCTivate! Business alerts.

Purchase orders
View all purchase order activity in a single grid or set user-defined filters to display purchasing activity based on:

>  Specific status: Open, All, Request for Quote, Pending approval, Entered, Issued, Completed, Cancelled
>  Due date: Anytime, Due on, Due on or before, Due after, Overdue

Reorder alerts
Alert set by warehouse or by vendor displayed when the minimum stock quantity is reached. Additional information that can be displayed in the alerts includes:

>  Product information: Description, ID, Product stocking unit
>  Location: Warehouse where product is located
>  Vendor: Preferred vendor, Lead time, Vendor product ID
>  Cost: Purchase cost, Supplier cost, Supplier last cost, Average cost, Last cost, Management cost

and Quantity information including:

>  Available
>  On order
>  Minimum reorder quantity
>  Recommended: the recommended order quantity
>  Maximum stock quantity
>  Reserved: amount of inventory kept on reserve

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ACCTivate! ~ Inventory & Purchasing Management Software for QuickBooks

Know your vendors

Accessible, accurate information is at the core of a successful vendor management program. ACCTivate!'s Purchasing and Vendor Management for QuickBooks aggregates vendor information with easy, company-wide access to vendor contact and history information.

Manage multiple vendors per product with instant access to vendor detail information including:

>   Vendor’s published price
>   Last cost paid
>   Vendor history
>   Lead time by vendor
>   Cross-referenceable and unlimited item & product codes per vendor

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Ongoing vendor management

ACCTivate! simplifies ongoing vendor management with one screen access to key purchasing and vendor management activities. Key features and benefits include:

>  Real-time, accurate information optimizes vendor communication & collaboration opportunities
>  Mitigate risk by on-order and overdue shipment monitoring
>  Develop strategic relationships with top performing vendors

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Leveraging vendor relationships

Easily analyze spending patterns and current & historical vendor pricing with ACCTivate!'s vendor management research and reporting capabilities. Insights gained through vendor performance analysis will enable better planning, improve spend decision making and result in a more cost effective vendor management process.

>  Determine how and where spending has occurred by vendor or vendor type to gain a better understanding where savings opportunities exist.
>  Develop new vendor expectation & selection criteria based on existing vendor performance metrics
>  Aggregate spend tracking across the organization or by product type with full purchase history
>  Pop-up reminders prompt purchasing managers to request vendor specials

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ACCTivate! ~ Inventory & Purchasing Management Software for QuickBooks

replenishment forecasting vendor purchasing management

Replenishment
forecasting

Maintaining Balance

Too little product in stock can result in lost sales and disappointed customers. Too much inventory on hand ties up capital that could be used for revenue generating activities or operational improvements. It’s a balancing act that businesses know well and seek to solve.

replenishment forecasting vendor purchasing management

Dynamic Stability

Quickly adapt to fluctuating customer demand, variable requirements, or changing market conditions with ACCTivate!'s replenishment forecasting tools. Improve inventory turnover and reduce out of stocks.

>  Sales vary by location and forecasting can as well with ACCTivate!.
Maintain replenishment forecasting for each product for each warehouse.

>  Monitor minimum stock quantity, maximum stock quantity, minimum order quantity & preferred vendor
for each product.

>  Conditional alerts and information enable pro-active forecasting & vendor management and include low stock
conditions, recommended reorder, currently available, already on order, preferred supplier, lead time, cost,
published price, last price paid.

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ACCTivate! ~ Inventory & Purchasing Management Software for QuickBooks

Drop Shipping Simplified

Simplify the drop shipping process with ACCTivate!'s Drop Ship Purchasing Wizard and Inventory Management software for QuickBooks. Designed to streamline the drop ship purchasing process, ACCTivate! enables companies to:

>   Efficiently manage numerous drop shipping purchase orders from one screen

>   Maintain control of the customer relationship by supplying drop-shippers with detailed packaging instructions

>   Easily change an individual order status to drop ship

>   Set the preferred vendor for each drop ship product

>   Link drop ship purchase orders to customer sales orders with ability to research using drill around

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Drop Ship Purchasing Wizard

The Drop Ship Purchasing Wizard is a powerful tool that automatically creates Purchase Orders for drop-shipped products with the click of a button.

  1. A sales order is created with the product type set to drop ship.

  2. The Drop Ship Purchasing Wizard is opened and the items to be drop shipped are presented with the
    preferred vendor listed.

  3. The Purchasing Manager selects the vendor, edits information the information for each line item as needed.

With once click, a purchase order is generated for each sales order and vendor combination.

Invoicing can occur at the time of the sales order, the purchase order or at the time the purchase invoice is received.

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ACCTivate! ~ Inventory & Purchasing Management Software for QuickBooks

Below is an extensive list of the Purchasing management capabilities of ACCTivate!
Some features are optional.

>   Automatic AP invoice creation
>   Backorder management
>   Batch generate purchase orders
>   Conditional alerts & information
>   Configure purchasing defaults & options
>   Custom fields
>   Drill down & drill around information access
>   email purchase order to vendor
>   Employee task assignments
>   Extensive vendor contact information
>   History of all purchasing transactions
>   Keyword lookup
>   Lead-time tracking by vendor
>   Link purchase orders and sales orders for drop shipments
>   Monitor minimum & maximum stock quantities, minimum order quantity
>   Multiple ship-to addresses
>   Multiple vendors per product
>   On-order & overdue shipment monitoring
>   One screen viewing of status of all purchase activities
>   Overdue PO tracking & alerts
>   Notes throughout the system
>   Pop-up reminders to request vendor specials
>   Preferred vendors for each product
>   Pricing controls
>   Product search via 15 attributes
>   Purchase order approval capture
>   Purchase order management
>   Purchase request
>   Request for quote
>   Replenishment forecasting for each product & each warehouse
>   Sales order to purchase order conversion
>   Spend analysis
>   Supplier management
>   3 way matching: purchase order details ~ invoice details ~ receiving details
>   Unlimited custom reports using Crystal Reports®
>   User permissions configurable by purchasing tasks
>   Vendor lookup
>   Vendor management
>   Vendor payment history
>   Vendor performance monitoring
>   Vendor price discount

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ACCTivate! ~ Inventory & Purchasing Management Software for QuickBooks

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Inventory
Warehousing
Purchasing . . . . . . . . . . .
CRM
Sales order management
EDI
Mobile Computing
Picking & shipping
Service management
Reporting
Foundation
ACCTivate! inventory distribution management software  Download
ACCTivate! for QuickBooks warehouse management software fact sheet
ACCTivate! for QuickBooks warehouse management software fact sheet

ACCTivate! Key
Features Fact Sheet
ACCTivate! results
Small business inventory & distribution software
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"Previously, there was a guy who would make a written list and would handwrite purchase lists. You never knew what was on his list, or how many lists he was holding. No tracking information, no history, nothing. Now, all that information is sitting in ACCTivate! and we can find it at any time."

N'Gai Merrill, Co-owner
Serson Supply

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