ACS Purchase Order

Table of Contents

• Description
• Highlights
• Standard Reports
• Integration with Other Systems

Description

The ACS Purchase Order System will allow you to issue and maintain a file of all outstanding purchase orders. The system will print the actual purchase order. It will allow you to relieve purchase orders as invoices are received. It will transfer all invoice information to the ACS check book system. When used in conjunction with the ACS General Ledger System, the encumbered funds can be shown on the financial statements. The system will also monitor all purchases to see if adequate funds are available in the budget.

Highlights

• No limit on number of outstanding purchase orders
• No limit on number of line items on a purchase order
• No limit on general ledger allocations on any purchase order
• Provides for general ledger allocations to multi funds
• Checks remaining budget balance on each purchase
• Contains routines to easily record merchandise received
• Reflects encumbered funds on financial statements
• Transfers invoice information to check book system
• Vender information can be pulled from and transferred to check book system
• Checks validity of each general ledger number
• Contains reports to easily analyze all purchase orders
• Keeps track of person authorizing purchase
• Allows for partial receipt for purchase order

Standard Reports

·

• Purchase Order (customized to fit any format you choose)
• Purchase Order Register (listing of all purchase orders issued)
• Outstanding Purchase Order Listing
• Purchase Order Status Report
• Receiving Ticket Register
• Listing of Funds Encumbered
• Budgetary Income Statement (showing encumbered funds)
• Daily Report Comparing Actual Expenses, Unpaid Invoices, and encumbered funds to budget
• Financial Statements

Integration with Other Systems

Check Book

The purchase order system will extract the vendor name, etc. from the checkbook system. It will check the validity of all vendors. It will allow you to set up new vendor records as the purchase orders are being entered. As purchase orders are received, the system will retrieve the purchase order file and automatically carry the unpaid invoices to the check book system.

General Ledger

The purchase order system will check the validity of each general ledger number as each purchase is recorded. The general ledger information will be carried thru the check book system to the general ledger system.