Purchasing Management

SetXRM purchasing management tracks all purchasing-related processes and works in integration with other modules.

A purchase request is opened by the relevant departments. This request is approved by the relevant department managers; the requested quantity can be changed or the request can be rejected. In addition, purchase requests can be created based on the stock availability of the products sold. Purchasing processes are created according to each company’s workflows.

In the SetXRM standard purchasing module, requests can come from the relevant departments, the sales department, the production department and the stock control (warehouse) department. These requests are routed to the department managers.

If the requested products have been purchased before, department managers can see previous purchase prices, current stock quantities, minimum stock quantities, and annual and monthly consumption quantities. Department managers create a purchasing task for the quantities they approve.

The purchasing department groups the requests by supplier (grouping is done by SetXRM), and the system sends request-for-quotation e-mails to the companies.

At least three of the quotations received from companies are entered into the SetXRM purchasing module, specifying the unit price, payment terms, delivery terms and additional product features, if any. If prices are returned in the Excel format sent to the supplier, the quotations are imported from Excel. These quotations are forwarded to the requesting department heads and the purchasing manager. If suppliers offer alternative product prices, these are also entered into the system.

The SetXRM purchasing module selects the most suitable option among the eligible quotations using its own comparison algorithm. Approval from the relevant departments is obtained for the selected quotation, and an order is placed with the chosen supplier in line with this approval.

The product delivery processes begin, and the purchase orders created are transferred to the accounting software. At every stage of the purchasing process, it is possible to create e-mails and templates and send them to the relevant persons or organizations.

The SetXRM purchasing module supports partial order receipts; lead times, delays and delivered items for products purchased through the system can be tracked. Tracking can be done by product code, product description, supplier name, order code, request number, relevant department and date.