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Purchasing management

At the heart of ACCTivate!'s Purchasing management software 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.

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

Requisitions
Receiving
Request for Quote
Alerts
Purchase orders

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 requests and approve each individually

> Request for approval emails can be sent from ACCTivate! alerting users a request is awaiting their approval

> 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.

> Create purchase order manually (the old fashioned way) or easily create purchase orders using the

Reorder Function, Special Order Wizard or Drop Ship Wizard.

> 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

> Initiate a receipt from a purchase order with one click

> 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!

> Receive inventory into a warehouse or location, with or without a purchase order, without disclosing
products and expected quantities (Blind Receiving) or with the Receive all function, which populates
the receipt with all outstanding items, allowing for quantities to be changed as needed

> A purchase invoice can be initiated directly from a purchase order with a single button click

> 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

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.

ACCTivate! Purchasing Management provides the information you need to find the right balance between customer service and inventory investment for your business. The ACCTivate! Inventory Analysis Calculator is a quick way to estimate how much of your inventory investment could be put to better use. Try it now!

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

Reorder function
Special order wizard
Drop ship wizard

ACCTivate!'s advanced purchasing management software features optimize the purchasing management process with productivity tools that simplify, accelerate and streamline.

Reorder Function

Work the mix of suppliers and products to optimum benefits with the ACCTivate! Reorder Function.

> ACCTivate! recommends items to be purchased based on established stocking levels and primary suppliers

> You evaluate vendor options and quantity for each product to be purchased and edit as needed

> For each vendor, ACCTivate! will keep track of the total of all items to be purchased as selections are made

> A simple push of the button creates a consolidated purchase order for each vendor

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Special Order Purchasing Wizard

Easily designate products as Special Order with the Special Order Purchasing Wizard, that simplifies the ordering process:

> A sales order is created with the product type set to Special Order

> You evaluate vendor options and quantity to be purchased and edit as needed

> A simple push of the button creates a consolidated purchase order for all sales orders for a particular vendor

> Any product can be declared as Special Order only

> When the product arrives, it is received into a special warehouse for isolation, in order to not affect

demand forecasting of items in stock

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Drop Ship Purchasing Wizard

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

> Any product can be declared as Drop Ship Order only

> Select All and Deselect All drop ship order lines from the toolbar

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

A sales order is created with the product type set to drop ship.
The Drop Ship Purchasing Wizard is opened and the items to be drop shipped are presented with the
preferred vendor listed.
The Purchasing Manager selects the vendor, edits the information for each line item as needed.
With one 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 capabilities of ACCTivate! Purchasing Management software.
Some features are optional.

> Automatic AP invoice creation

> Backorder management

> Batch generate purchase orders

> Conditional alerts & information

> Configure purchasing defaults & options

> Custom fields

> Drag-and-drop email from Microsoft Outlook®

> 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-click purchase order creation to reorder items below designated stocking quantity

> 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

> Replenishment forecasting for each product & each warehouse

> Request for quote

> Sales order to purchase order conversion

> Special order purchasing wizard

> 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

We invite you to learn more about ACCTivate! by attending a demonstration and discussing your needs with an ACCTivate! specialist and/or giving ACCTivate! a try for free for 30 days. Simply complete the form below to get started!

Simply let us know if you'd like a demo or evaluation

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Schedule a free one-on-one product demonstration and consultation with an ACCTivate! specialist. We'll discuss your specific business needs and provide an overview of ACCTivate!'s features.

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Download and try ACCTivate! free for 30 days. We'll send you the information for downloading the software and schedule a free, live online session to help you get the most out of your evaluation.

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Small Business Purchasing Management Software for QuickBooks? with Drop Ship Wizard and more...

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ACCTivate! purchasing management software for effective management of warehouses

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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