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#177586 - 05/08/08 03:05 AM
Re: Purchase Orders
[Re: Sixer]
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Trumpy
Cat Servant and
Moderator
Registered: 07/05/02
Posts: 7333
Loc: South Island, New Zealand
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What my supplier does is mark everything down on a sheet of paper, and we sign that we picked it up. It's not until later (sometimes weeks later) that they actually key it into their system and that's when it's emailed to me. My employees tag the invoices with a customer name or stock, but a lot of times my supplier doesn't bother entering the name. Their system seems primitive for a company of their size, but I don't imagine they intend to upgrade it any time soon.
The issue here is that I feel like I'm losing control on the materials I purchase. I'm considering going to a Purchase Order system, but I'm a bit unsure on how it works, or how it can save me a bunch of headaches. My goal is to simplify things as much as possible so the paperwork isn't so overwhelming, yet still be able to track the purchases better.
Randy,
That system that your supplier uses, sounds pretty shonky.
Over here, they print you off an itemised receipt to show you what you have been supplied with, what it costs, the quantity (where this is relevant) and you're on your way.
Oddly enough, it also alters their stock levels, automatically when stuff leaves the warehouse.
Has this supply house heard of computers??
Job numbers, rather than the person's name are more common here.
Just my thoughts.
_________________________
~~Moo~~
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#177608 - 05/08/08 11:23 AM
Re: Purchase Orders
[Re: gfretwell]
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macmikeman
Member
Registered: 07/16/02
Posts: 701
Loc: Honolulu, Hawaii
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Purchase order setup is not difficult, and for a four man operation is critical. If you use Quickbooks you do it using the built in PO system and all the setup work is done for you. Taking time to review each invoice is a different but critical thing. A company that is growing soon learns that some routines like this are best left to office personel , and that free's up the boss's time. Or use an outside bookeeper service to do that for you, but they may not know didly about electrical pricing. Good luck in your enterprise and growth.
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#177622 - 05/08/08 05:21 PM
Re: Purchase Orders
[Re: macmikeman]
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LK
Moderator
Registered: 01/21/03
Posts: 1697
Loc: New Jersey
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Randy,
The best system I have seen is the amercian express business card, they require the purchase information to reflect the description of the purchase, they really track things and will call you if even the appearance of wrong doing comes up, easy to use and the repores are great saves you a lot of paper work they even sort some billing by class or tax , something to look at before you go into a purchase order system, many of the fortune 500's are goint to the corporate credit cards, and what is really nice you can issue different cards to the employees that are using them with custom limits or special job or project tracking
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#177637 - 05/08/08 10:24 PM
Re: Purchase Orders
[Re: LK]
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renosteinke
Moderator
Registered: 01/22/05
Posts: 3051
Loc: Reno Nv USA
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My parts houses have been known to get confused ... and, as a result, the counter help must hate me!
Step #1 is asking them to make separate orders, by job. If I'm picking up for two jobs, I ask for two tickets.
Step #2 is reading from a list I've written down.
Step #3 is checking their paper to see if they called out the right stuff. I also need to make sure they're billing the right guy! There are likely several firms with names similar enough to yours for the "computer" to make a goof.
Step #4 is checking the order before I go. It needs to match what I first asked for - according to my written list.
Then there's invoice time. There's no law that you can only pay them once a month. I pay for parts as the job pays me ... that is, when a job pays me, I in turn cut a check to the parts house for the invoices on that job. This step really helps me spot inconsistencies - like lost credits, errant billings, bad prices, etc.
Let's face it ... you need to 'crunch the numbers" a few times, for different purposes. Boring and tedious - yes; but the information you develop will really help you keep tabs on your business.
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#177820 - 05/13/08 06:53 AM
Re: Purchase Orders
[Re: LK]
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SteveFehr
Member
Registered: 03/19/05
Posts: 888
Loc: Chesapeake, VA
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Don't mistake all this "protection" by credit card companies as a service to their customers. It's not. They're only protecting their own ass, because THEY are liable for any fraudulent use of a stolen card, not you.
The ease and utility of a business card is really undeniable, though.
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#177858 - 05/13/08 09:56 PM
Re: Purchase Orders
[Re: SteveFehr]
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HEI_Inc
Member
Registered: 11/19/07
Posts: 23
Loc: Joliet, IL
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I pay my supply house in full each month by the 10th. Saves me 2%. The way I look at it is the supply house did their part of the agreement by delivering the merchandise. Now it's my turn to do my part and pay them.
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