Purchase Order allows public housing authorities to manage all aspects of purchasing; from supplies and inventory items they need for their operations to services and contracts. The program includes the full purchasing cycle: from creating and approving requests, to preparing and tracking quotes or purchase requests, to issuing purchase orders to vendors, and then receiving the requested items.
Purchase approvers can enter electronic approval signatures for requisitions, purchase orders, and blanket purchase orders. Your agency can choose to use approver PINs (personal identification numbers) for added security.
Purchase Order offers encumbrance accounting to make it easier for your agency to manage your funds and stay within your budgets. With Purchase Order’s encumbrance accounting option, a manager can encumber (set aside) the cost of a purchase order in the General Ledger program when the purchase order is issued, even though you have not yet received the invoice.
Blanket Purchase Orders
The Purchase Order program supports blanket purchase orders, including options to limit the line item amount for any one item and/or to restrict purchases to specific items only.
You can define an unlimited number of categories for items (such as Plumbing, Electrical, Cabinets, etc.) to simplify vendor quoting and help you manage and report on your requests.
Purchase Order is fully integrated with the other accounting modules. Budget, General Ledger, Accounts Payable, and Inventory are all fully integrated with Purchase Order. This high level of integration makes purchasing and tracking purchase requests and quotes efficient and error-free. The purchase order program will even integrate with the Housing Intelligence Portal so management can track the efficiency of the purchasing department in responding and processing purchase requests. These performance metrics are available on-line for management to review and analyze.
Consumable Inventory Integration
The inventory program is tightly integrated with the purchasing module. Tenmast has provided an automated re-stock wizard that leads the user through creating purchase orders based on item restock quantities. The user has full control of the process and can easily adjust any information on an order at any point during the process. These wizards greatly speed up routine purchasing.
Budget and Grant Integration
Purchase Order allows you to link the purchase of an item to a grant, a grant work item, a grant contract, and/or a contract task. This allows you to monitor grant expenditures from the Grant Management program. Purchase Order’s Check Budget Result function allows your purchase approvers to check quickly and easily whether requisitions and purchase orders are within budget.
Contact us to learn more about this program and the rest of the WinTen² programs.