Requisitioning

Manage requisition requests, filter requests through user-defined approval hierarchies, and automatically send them where they need to go: to an approver, back to the requisitioner, or directly to issuing or purchasing. Designed around a carefully crafted, best practice requisition management process, the Requisitioning module stops unauthorized expenses before they’re incurred. Eliminate tedious and time-consuming paper trails and encourage compliance with existing purchasing contracts.

  • Order services, supplies, and capital items through standard catalogs specifically defined for each user
  • Search online vendor catalogs for items and add them directly to open requisitions
  • Route purchase requests through an established, user defined approval process based on the nature of the requisition, the requestor, and the dollar amount to prevent unauthorized purchases
  • Automatically update requisition line status as the request moves through approval to purchasing, receiving, and delivery
  • Select from multiple requisition types including regular, capital, service, and request for information (RFI)
  • Display unique subsets of your organizational item catalog for each user or group
  • Track the status of each requisition online; avoid telephone tag and email lag
  • Eliminate duplicate data entry with requisitioning that flows to RFQs, purchase orders, receiving, invoicing and payments
  • Consolidate multiple requests into a single requisition and multiple requisitions into a single purchase order
  • Drill-down to requisition and approval records from live financial statements in Discovery EIS, Harris’ powerful financial reporting tool
  • View budget information, including budget versus actual, to assist in requisition approval
  • Streamline business processes and improve data quality with catalog and vendor files common to materials management and finance, and shared with external trading partners through Affinity e-Commerce

Purchasing

The Affinity ERP Supply Chain Management Purchasing module reduces spend transaction inefficiencies and costs. For even greater savings, Purchasing links seamlessly to Accounts Payable to eliminate reconciliation problems and to the Affinity e-Commerce portal for time-saving transactions. Provide online communications to all stakeholders involved in the supply chain process with embedded e-commerce functionality. The Affinity ERP Supply Chain Management Purchasing module eliminates the rekeying of information to produce a truly green supply chain and is a key contributing factor to reduced supply chain costs.

  • Enjoy full e-commerce functionality: send electronic purchase orders to any vendor with an email address and receive electronic advanced ship notices
  • Combine stock, non-stock, capital, and non-capital item lines in a single purchase order
  • Create “no receiving” purchase orders for intangible goods
  • Accept or reject purchase order discrepancies from vendors electronically
  • Prevent unauthorized expenditures, maverick and off-contract buying.
  • Transmit JIT purchase orders to accommodate vendor pick, pack and ship processes
  • View purchase order status with drill-down to associated requisitions and receiving reports
  • Assign workflow and workload by buyer, site, inventory, vendor and commodity
  • Combine requisitions and custom order batches into purchase order recommendations for order consolidation
  • Post purchase order recommendations for all vendors at once or one vendor at a time
  • Force contract pricing compliance
  • Directly add non-catalog items to your organizational item master file during purchase order creation
  • Manage centralized purchasing

Receiving

Employ a centralized or decentralized environment with has the flexibility to keep up as your organization changes.

  • Receive for single or multiple sites
  • Receive in a centralized or decentralized environment and restrict specified users to specific sites
  • Receive partial units of order by converting to units of issue
  • Over-receive shipments
  • Print delivery slips for department orders and inventory
  • Print materials safety datasheets for hazardous goods
  • Update stock on hand upon receipt
  • Instantly display items received and items on backorder

Returns

A fully-featured vendor return application, Affinity ERP Returns allows for easy and efficient creation of electronic returned goods memos (RGMs). Seamlessly integrated to receipt transactions and accommodates both centralized and decentralized supply chain environments.

  • Create RGMs that automatically update stock quantities in real-time
  • Create vendor returns for stock, non-stock, and non-catalog items
  • Reopen purchase orders for goods being returned

Invoice Reconciliation

A three-way matching process encompasses the purchase order and its associated receiving reports and invoices. Invoice tolerance settings manage the transaction flow and approval prior to accounts payable initiating the payment process. When invoice adjustments are entered and accepted by both the buyer and accounts payable clerk, price adjustments are automatically updated in materials management for both stock and non-stock purchases.

  • Receive electronic invoices
  • Accept invoice changes without having to rekey data
  • Electronically return receipt transactions to accounts payable
  • Distribute workflow among all buyers Include and manage freight costs and distribute those costs at the item level

Inventory Control

Take complete control of your inventories, including manual inventory transfers, system-recommended transfers, inventory counting, and quantity and average cost adjustment.

  • Fully audit changes to inventory values, including quantity on hand and last invoice cost
  • Utilize the latest handheld technology for mobile inventory management
  • Implement cycle count methodology
  • Employ a step-by-step approach to year end count and auditor-required documentation
  • Create and save reusable inventory count templates
  • Incorporate best practice inventory transfer processes for rapid inventory replenishments to remote locations
  • Export inventory adjustments to the general ledger

Issuing

Follow best practice issuing processes regardless of how many inventories you have and utilize the latest in hand-held technology to manage par-level replenishments for department storage locations.

  • Use the latest distribution technology to monitor, project, and respond to the consumption of vital supplies throughout your organization
  • Manage inventory distribution to reduce departmental inventory stock-outs
  • Process incoming requisitions for stock items online without rekeying
  • Track department backorders and release as inventory is received
  • Release backorders en masse or by department
  • Manage issue distribution to accommodate all quantity requirements evenly
  • Create reusable templates for JIT processing

Manager

The cornerstone of Affinity ERP Materials Management, Manager allows you to guide and oversee your entire materials management system. The Manager module provides vital system management tools to ensure data integrity and change readiness.

  • Set up your materials management environment
  • Run diagnostic tools
  • Manage supply area profile (SAP) quotas
  • Manage multiple inventory locations and setup relationships for inventory transfers
  • Manage multiple units of measure
  • Manage stock and non-stock item catalogs
  • Attach images to catalog items to assist in product identification
  • Upload contract and group purchasing usage data
  • Manage the requisition approval hierarchy for capital and non-capital requests used by Requisitioning
  • Take advantage of full e-Commerce connectivity
  • GS1 Global Standards compliant

Reports

Run reports without an IT assist, and significantly reduce paper usage with electronic report generation and storage. Reports are organized by category and include key performance indicators (KPIs) that are vital in the decision-making process.

  • Management Reports: Inventory management reporting to anticipate and manage utilization
  • Financial Reports: Detailed end-user reporting on utilization and operating costs for supplies and services
  • Audit Trail Reports: Management reporting to prevent costly errors
  • Key Performance Indicators Reports: Evaluate your supply chain process, set benchmarking targets and forecast supply chain costs