The supplier, inventory, fixed asset type, and supplier price list databases allow you to create databases that are used when creating purchase-related transactions, in order for your users to encode these transactions faster. These also allow your company to standardize its databases so that the analysis of purchase reports will be seamless.

The Purchase Request feature allows your employees to electronically request for items that they need at work such as office supplies, office equipment, etc. The purchase request can be routed for approval through the system to minimize the usage of paper, and to provide visibility to the employees on the status of their request. The purchase request can be linked to the Request for Quotation, Purchase Order, and Purchase Delivery features so that your employee can quickly see which items have already been bidded out to suppliers, ordered from suppliers, and delivered by the suppliers.

The system has a Request for Quotation feature that allows the purchasing team to canvass items from various suppliers before creating a purchase order. This can be linked to approved purchase requests to eliminate the redundant process of re-encoding the items that need to be bidded out. Quotations can be gathered from different suppliers for the request for quotation sent in order to provide an apples to apples comparison of the quotations of the suppliers. Your suppliers can utilize their supplier portal to encode their quotation so that your company can eliminate the redundant task of encoding the bid coming from suppliers.

Purchase orders that will be sent to your suppliers can be created and routed for approval through the system. This can be linked with approved purchase requests, or winning quotations to eliminate the redundant task of encoding. The Purchase Order feature can be linked with the Purchase Delivery and Purchase Invoice feature so that your company can quickly see the ordered quantity vis-a-vis what was delivered and what was invoiced.

You can record the deliveries that have been received from the suppliers through the Purchase Delivery feature. Details such as what were received, how many were received, when these were received, and who received the items can be easily tracked through the system.

You can encode the invoices coming from suppliers through the Purchase Invoice feature in the system. This can be linked with the Purchase Order or Purchase Delivery feature to eliminate the redundant task of re-encoding, and to have an audit mechanism comparing what is being paid versus what was ordered and what was delivered. The Purchase Invoice feature allows your company to create payment requests that can be routed for approval, so that payment can be made to suppliers.

After the purchase invoice has been approved, payments can be encoded in the system using the Payment feature. The Payment feature allows you to set which invoice you are settling, what the mode of payment is, when the payment was made, who received the payment, and if a receipt has already been received from the supplier.

The XScribe Purchase Module is connected with the XScribe Accounting, Inventory, Fixed Assets, and Cash Modules. It creates journal entries for deliveries, invoices and collections made. It creates inventory or fixed asset transactions every time a delivery is received, and it makes a cash transaction whenever a payment is made.