This week we’ve a number of small changes and additional features included as part of our release program:
Complex number scheme: This functionality enables you to have company specific PO number schemes for each company. With many companies in the system we’ve been told by a good few clients that auditors would prefer that each company has a different PO designation and numbers.
To help with this the scheme can now be set to:
[company code] – [department code] – [requisition or order prefix] – [po number]
This does make the number a little bit longer, but does help to pick out which department and company the PO originated from just from looking at it.
Received date added to the purchase orders CSV report: To help calculate accrual figures it can be useful to know when the order was closed. To avoid breaking any excel macros that you have, we’ve positioned it at the end of the report.
Added rejection notes to the notification email: Just to save a bit of time, the rejection notes are now displayed in the rejection email. They’re still displayed within the audit trail as well.
We fixed a small issue with data coming across from Twinfield for clients on any cluster apart from C2. Data should now come across much quicker.
On older versions of Internet Explorer if you deleted a line item when editing a item that had been received, the system would not allow the line to be changed. This has been fixed.
GL codes were displaying slowly when there were over 1000 in the system. The stored procedure was changed and is now much quicker.
Things you might not know:
Did you know that GL codes can now be company specific? If you have multiple companies but the nominal structure isn’t the same across them all, create specific codes for each individual company.
Did you also know that each supplier can have multiple supplier codes? Again, each company in your accounts package may have the same supplier with different codes depending on what company you’re working with. To make that easier you can specify that for company A its code X, but for company B it is code Y.
We’ve now got a module for importing invoices to Sage 200.
As always, let us know if you’ve any questions about how to use the new features or why they might be useful. Training is free so make the most of it!
One of the most popular feature requests this year has been the ability to limit invoicing to only what has been received first. For many large companies this is a huge safety net and it’s now available free of charge for all clients of Purchase Control, but beware: As always the devil is in the detail. After trialling this with a number of users we’ve found that you need to look at your own internal procedures as part of implementing this change!
Before you instantly say “Yes! I want to lock out invoicing to be limited to only the goods received” I’ve compiled a short list of three things to consider for using this feature effectively:
1. Notify your staff before the change happens!
There’s nothing worse for the AP staff than to come in on Monday morning and realise they can no longer manually handle any discrepancies. Tell them about the change and ask if they think it will mean adjusting some internal procedures.
For example one of our clients found that the team made allowances for a supplier where they knew the missing goods would be delivered before the end of the month: They processed the invoice regardless of what was on the Purchase Order or goods received report. The new feature caused the AP team to postpone the processing in their invoices until it had all been completed missing a payment schedule for the supplier. Now, that’s as things should be but it did cause friction for a time between the client and the supplier!
2. Make sure your members of staff understand the importance of receiving goods.
If the organisation has only a few issues with goods inwards not matching the invoices it’s pretty easy to switch this feature on, but if it’s going to impact 1 out of 3 invoices you need to look at what to do when IT hasn’t marked the 2 new laptops as being received but you’re pretty sure you’re reconciling the invoices on one of them! Make sure that anyone who is able to receive goods knows how important it is from now on.
3. Think carefully about exceptions.
In some cases it’s not unusual to pay the invoice before the goods have been received. In this case what are you going to do about checking off the goods / services when they do arrive? If this is a regular occurrence consider if switching this feature on will actually cause issues rather than avoid them…
In a large organisation where you’ve got 50 or more users within Purchase Control it’s quite common for more junior staff to be involved with the initial processing of invoices. This is when we need to make sure to lock out invoicing to only the goods received to avoid any mistakes being made. In smaller organisations the finance team has more visibility over the entire process and the level of control is not always needed. The best way to evaluate this is look over the past 3 months and find out where most of the mistakes have been. As always, if you have any questions talk to one of the support team and let them walk you through the options.
“I think it’s a great mark of recognition for the team to be nominated, at the end of the day the guys providing the support service do a great job. Its thanks to them that we’ve been nominated and this achievement is really theirs” said PurchaseControl director Neill Austin.
As well as the Software Vendor of the Year award we’ve also been nominated within the Accounting and Finance category as well for PurchaseControl.
We thought you’d like to know of the new features to be added on the 27 July:
GL Codes are now company specific: This means you can now have multiple GL codes with same name in the system for different companies. With this new feature you have two choices: (1) assign a GL Code to a company name (in this case the GL Code will be populated only for purchase orders of departments belonging to that specific company), (2) assign a GL Code to all companies.
Multi-select items in the product popup window: You can now insert multiple items in one go from the product popup window in the new order form, view edit order when editing a requisition, and when editing purchase order.
Search by range of order totals: the search by order total in the search report page is improved to support both search by single order total and range of order totals.
Ability to search by all fields on the product popup window: user can search items by all fields available on the product popup window.
Two new fields added to Twinfield invoices export: two new fields were added to Twinfield invoices export (PO Number and first 40 characters of the supplier notes).
If you have any questions about the new features just let me or the support team know.
I once read a great quote that said “your backups are only as good as the last time you tested them”. With that in mind I think you can also apply that to any backup solution, including a disaster recovery plan! As part of our on-going maintenance and testing we’ll be putting our backup servers through their paces on Thursday 17th May at 200:00 GMT to make sure everything works smoothly.
If you have any questions feel free to contact the support team or myself for further details.
A big thank you to all users who completed the PurchaseControl.com support survey, as always it helps us to provide the best service possible and gives us a chance to work on any issues you tell us about.
Chapel Down Wines are a multi-award winning winery based in Kent in the south of England. From their state of the art winery at Tenterden they produce quality sparkling and still wines from handpicked grapes. The wines produced there can be found in bars, restaurants and wine stores in Paris, Tokyo, Hong Kong, throughout the UK and also at their own online store.
If you’ve been a long term customer you might have noticed that the old URL used to access the system is now redirecting to a new one. As part of our upgrade program we’ve not just been adding new features to PurchaseControl.com but also to the infrastructure it runs on as well; the new server farm is part of that! With 7.5 of PurchaseControl.com there are a number of new features that required updated components, so we made the decision to upgrade everything at the same time. Hardware, Frameworks, even the network cables have been changed as part of our expansion and as such we’d like to thank all our clients who worked with us on the test systems.
So what’s new in 7.5?
E mailing of documents. Before you had the option to store them, now you can send them on with the Purchase Order. By default any uploaded documents won’t be sent, but simply tick the box to allow them and off they go to the supplier. Very handy if you’ve complicated instructions to send or signed contracts that need to be part of the supporting paperwork.
Goods Received Not Invoiced report. Possibly the most requested report ever, and it’s now available. From a single click you can see all orders that have been completed but are without a corresponding invoice.
View POs from the search screen. If you’ve ever searched through 10 very similar POs this will help save time – you can click the print icon and display the PO in a new window before opening it to see if it’s the right one.
As always the new version is a free upgrade – these are never charged for – and we’ll be contacting everyone about the release data later this week. All the changes are enhancements and as such won’t change any data currently in the system.
If your attending the Southern Energy and Facilities Management expo today, don’t forget I’ll be running a seminar how all purchase order software pays for its self. The 20 minute talk will cover the 3 main areas that a loss can occur in: direct purchasing control, incorrectly receiving goods and catching mistakes during invoice reconciliation. Although we’ll be covering concepts that are used across all purchase management systems, I’m hoping it gives everyone attending a chance to re evaluate their own systems, even if they’re still paper based.
The seminar starts at 1630, you can get more information here
TheRegister.co.uk is doing a webinar on whether or not SaaS can make you more efficient and free up resources within your IT department.
Its taking place on 28th September 2011 at 1400 BST, if you’re in the process of looking into SaaS Solutions or want to get the most from your current SaaS suppliers it’s well worth registering for this.