kVASy-Purchasing

kVASy - Purchasing contains a wide range of programme functions to represent workflow processes. This module includes the components proposed requirements, budget controls, approved requirements proposal, price enquiries, order proposals, orders, reservations and supplier reminder notices. kVASy - Purchasing provides utility companies with a comfortable tool to effectively work through and monitor the activities of the procurement process. This module is well suited for purchasing materials and services and is closely linked to the modules kVASy - Maintenance Management System (MMS), kVASy - Order Management and kVASy - Materials Management. In addition, kVASy - Purchasing accesses planning data in cost accounting to facilitate budget control.

Proposed requirements

By means of an entry mask, the user may enter requirement proposals for service products and inventoried items. The requirements can be entered as free text only or also with specific reference to an item. In addition, supplementary information such as schedules, desired supplier, delivery location and maximum price may be stored as well. The current status of processing may be viewed at any time. The integration of workflow processes allows for information on change of status to be communicated via email to the employees concerned.

Budget control and approved requirements proposal

Time-related planning data may be precisely checked in cost accounting. The functions for budget control may be controlled by means of corresponding switches. If, in the course of the assessment of requirements, the programme determines that the budget has been exceeded, the further processing steps are suspended until the situation is resolved. If the requirement proposal for an inventoried item is authorised, the programme automatically makes a stock reservation for the time when the item is needed.

Price inquiry

Price inquiries can be made for new items or for items purchased in the past. The relevant suppliers may be individually selected and are requested to make an offer. After comparing the offers, the cheapest ones can be taken over into the terms of delivery.

Automatic generation of order proposals and orders

Default orders and orders may be generated by means of an easy to use dispatch mask which allows manual entry and processing in addition to automated functions. Comprehensive information such as current stock levels, last purchase, terms of contract, contract status and delay of delivery is available to support the process. The order proposals take into account the requirement proposals for service products and inventoried items as well as warehouse requirements resulting from the availability of the inventoried items. The process takes into account delivery times, prices, discounts and contract attributes. The order proposals may be created, deleted or manually processed as often as desired before the order is automatically generated by a click of a button.

Supply contracts

Supply contracts may be stored along with the corresponding terms of the contracts such as service periods, scales of discounts, delivery quantities and sales targets. Up-to-date information for monitoring contracts is available online in various processing masks. The possibility exists to define master agreements that are called up step-by-step through the orders. Existing contracts are taken into consideration in the creation of order proposals.