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Introduction to the Purchasing Management Module in ERP-PharmaSoft Software

Purchasing management is an important part of pharmaceutical business operations. However, this process can face significant challenges. From complex ordering to risks and potential errors, pharmaceutical businesses need to find effective solutions to overcome these difficulties. ERP-PharmaSoft provides an optimal solution for the aforementioned issues. With its advanced purchasing management module, businesses can enhance efficiency and optimize the purchasing process. Utilizing this module helps automate steps from creating purchase requests, evaluating suppliers, and placing orders, to inventory receipt and payment.

Introduction to the Purchasing Management Module in ERP-PharmaSoft Software

  1. 1. What is the Purchasing Management Module?

The Purchasing Management Module is a software system that helps businesses effectively manage the purchasing process. This module provides functions to organize, monitor, and control the purchasing activities of a business. The Purchasing Management Module is usually part of an Enterprise Resource Planning (ERP) system or a standalone application specifically designed for procurement and supply operations.

The Purchasing Management Module of ERP Pharmasoft software is a dedicated software solution for the pharmaceutical industry. It is designed with a user-friendly and intuitive interface. The Purchasing Management Module of ERP Pharmasoft software is integrated with other modules such as sales management, inventory management, financial accounting, and human resources management to create a linked and synchronized information management system.

  1. 2. What are the functions of the Purchasing Management Module in ERP-PharmaSoft?

The Purchasing Management Module in ERP-PharmaSoft has the following key functions:

- Supplier Management: It allows businesses to store and update information about suppliers, including names, addresses, phone numbers, emails, payment terms, prices, quality, delivery times, ratings, and feedback.

- Purchase Request Management: It enables businesses to create and approve purchase requests from various departments within the organization, based on actual needs and budgets. Purchase requests are then sent to the inventory management module to check stock availability and place orders if necessary.

- Purchase Order Management: It allows businesses to create and send purchase orders to selected suppliers based on approved purchase requests. Purchase orders are tracked for delivery status and payment.

- Invoice Management: It enables businesses to receive and verify invoices from suppliers, comparing them with purchase orders and delivery notes to confirm the quantity, price, and quality of goods and services. Invoices are then forwarded to the financial accounting module for payment and recording.

- Inventory Management: It helps businesses accurately track and manage inventory. It provides information on stock quantities, minimum, and maximum inventory levels, and generates alerts for reordering. This helps businesses maintain optimal inventory levels, avoiding shortages or excess stock.

- Payment Processing: The software provides payment processing features for purchase orders. It helps track the payment process, stores information about invoices and related documents, and generates financial reports related to the purchasing process.

- Reporting Management: It allows businesses to create and view reports on purchasing activities, including quantities, values, timelines, effectiveness, and costs of purchasing transactions. These reports help businesses analyze and evaluate the performance of the Purchasing Management Module and suppliers.

  1. 3. Why is the Purchasing Management Module important in manufacturing businesses?

In today's highly competitive era, effective purchasing management is a crucial factor for manufacturing businesses to maintain and thrive. The Purchasing Management Module helps businesses:

  • Cost Savings

The software allows businesses to compare prices, quality, and delivery times among different suppliers, enabling them to choose the best suppliers for their needs. The Purchasing Management Module also helps businesses identify and address errors, shortages, or duplications in purchase orders, invoices, and payment receipts, avoiding unnecessary costs.

  • Increased Efficiency

The software automates procurement processes, from creating purchase requests, approving purchase orders, receiving goods, and making payments, to warranty and maintenance. The Purchasing Management Module minimizes human intervention, saving time and effort for purchasing personnel, allowing them to focus on higher-value tasks.

  • Improved Purchasing Quality

The software helps businesses monitor and evaluate the performance of suppliers based on criteria such as product quality, delivery time, after-sales service, and reputation. The Purchasing Management Module also assists businesses in controlling the quality of incoming materials and supplies, ensuring they meet technical and safety standards.

  • Enhanced Demand Forecasting

The software enables businesses to collect and analyze data on purchasing needs, market trends, price fluctuations, and supply sources. The Purchasing Management Module helps businesses accurately forecast future purchasing needs, allowing them to plan their purchases effectively, avoiding material shortages or excess.

  1. 4. What is the purchasing management process in ERP PharmaSoft?

The purchasing process in ERP PharmaSoft can be adjusted based on the specific requirements of each business. Here are the main steps of the purchasing management process in ERP PharmaSoft:

What is the purchasing management process in ERP PharmaSoft

  • Order Receipt:

When there is a purchase request from a customer, the sales staff creates an order in the ERP PharmaSoft system, specifying customer information, products, quantities, prices, delivery times, and other terms.

  • Material Requirements from Manufacturing Plan (MRP):

Based on customer orders and the company's manufacturing plant, the ERP PharmaSoft system calculates the material requirements for production and business needs. Material requirements are determined based on the manufacturing plan, considering parameters such as current inventory, safety stock, expected consumption, lead time, and supplier delivery time.

  • Warehouse Checking:

After obtaining material requirements from MRP, the purchasing staff checks the inventory in the ERP PharmaSoft system to determine if there is sufficient stock to meet the demand. If there is enough stock available, the purchasing staff proceeds to the next step. If there is insufficient stock, the purchasing staff initiates a purchase request.

  • Purchase Request:

In this step, the purchasing staff creates a purchase request in the ERP PharmaSoft system, specifying the required materials, quantities, request dates, and the requester. The purchase request is then sent for approval.

  • Quotation:

This step involves the purchasing staff contacting suppliers to request quotations for the required materials. The purchasing staff compares the quotations from different suppliers to select the one with the best price and suitability for the business's needs. The purchasing staff enters the quotations into the ERP PharmaSoft system for storage and tracking.

  • Approval:

The responsible person reviews the purchase request and quotations from the purchasing staff. They examine information about the materials, quantities, prices, delivery times, and other terms to decide whether to approve or not. If approved, the purchase request and quotations move to the next step. If not approved, the purchase request and quotations are returned to the purchasing staff for revision or cancellation.

  • Purchase Order:

After receiving approval, the purchasing staff creates a purchase order in the ERP PharmaSoft system, specifying supplier information, materials, quantities, prices, delivery times, and other terms. The purchase order is sent to the supplier for confirmation and fulfillment.

  • Goods Receipt:

The warehouse staff receives the goods from the supplier and checks the quality, quantity, and expiration dates of the materials. The warehouse staff enters the information about the goods into the ERP PharmaSoft system to update the inventory and the purchase history. The warehouse staff sends the goods receipt note to the purchasing staff for verification and payment.

  • Payment:

Lastly, the purchasing staff verifies the goods receipt note from the warehouse staff and compares it with the purchase order and quotations to ensure the accuracy of the goods received. The purchasing staff creates a payment voucher in the ERP PharmaSoft system, specifying supplier information, amount, payment method, and payment date. The payment voucher is sent to the accounting department to process the payment to the supplier.

Thus, EnterSoft has introduced the purchasing management module in the ERP PharmaSoft software and the benefits it brings to businesses. This module is not only a simple purchasing management tool but also an important part of the ERP system that optimizes the purchasing process and efficient supply of materials. If you are interested in ERP PharmaSoft, please contact us for consultation and a free demo.

EnterSoft Software Solutions Joint Stock Company

Email: info@entersoft.com.vn - kinhdoanh@entersoft.com.vn

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