So What Does PurchAce Do?

PurchAce replaces the need for triplicate carbon copy purchase order books and does away with all the problems that using pre-numbered pads cause. No more looking around  the office for five minutes to find the current purchase order pad.
Easy search functionality to find existing purchase orders. Ability to have purchase orders authorised by managers before they can be printed. Automatic line price and total price calculation so you don't need to keep searching for that calculator any more. Product descriptions can be stored against a supplier for quick selection when creating purchase orders.... read on to find out more.

Latest features in version 2.0.4:

Email purchase order in PDF format to a supplier
Email purchase order in PDF format to a manager for authorisation
Request authorisation from a specific manager user
Manager users see the number of pending POs requiring their authorisation on main screen
Cost Centres now accounted for
Each user can be give or refused permission to assign to a cost centre
 

PurchAce main menu screen

Multi-user with powerful user account features

PurchAce is a multi-workstation, multi-user system where each user has their own username and password and you have the power to switch all the features on and off for individual users.

There are two types of users in PurchAce, Standard and Managers. Manager users have the ability to delete orders, and authorise orders up to the value of their authorisation level.

Multi Company

PurchAce now allows a group company to handle all purchase orders for all their companies from one installation for PurchAce. Each company has their own purchase order numbering sequence and all purchase orders for each company are separate to the other companies in the group.
Each company can have their own logo printed on its printed purchase orders

Multi-site companys

Multi-site companies such as hospitals, other large buildings or companies with multiple locations at one site can now specify the site location within the site when creating the purchase order.

Authorised Purchase Orders

Directors and managers can now authorise their own purchase orders (this feature can be switched on and off for all users) but standard users must have their purchase orders authorised by a manager.
Managers can be given an authorisation level so for example one manager can authorise only up to £1,000 but a more senior manager can authorise up to £25,000.

Out of sight... but ready to use

PurchAce minimises to a small icon next to your computers clock in the bottom right of your computers screen so takes up very little space whilst not being used. When you need to create a purchase order, simply double click the PurchAce icon, click the 'Create A Purchase Order' button and begin generating the order.

Cost Centres

Now you can assign purchase orders to a cost centre and report on cost centres.
Users can be given or refused access to assign to each cost centres so users can not assign to cost centres that they do not have authority to assign to.

Creating A Purchase Order is Really Simple...

if you operate a multi-depot operation that handles purchasing centrally, PurchAce allows you to assign purchase orders to a specified depot. Simply create the purchase order by selecting the depot and suppliers from pull down boxes then click a button to add the order lines.

PurchAce - Create / Edit a Purchace Order screen

Authorised Purchase Orders

Once a standard user has created their purchase orders, they simply wait for a PurchAce manager user to authorise your purchase order and then they can print out as many copies as required.

Now, users can request authorisation from a manager of their choice and automatically email the request to that manager.
The manager will receive the email and the next time the manager looks at their PurchAce main screen, they will be informed of the number of pending authorisation requests. At the click of a button the manager can view all pending authorisation requests and view and confirm the purchase orders.

You can pre-determine each managers authorisation level so 'Manager A' can authorise purchases up to £500, 'Manager B' can authorise purchases up to £10,000 etc.

Units / quantities:

If you purchase in set quantities you can add these as options such as bag, box, bundle, coil etc and then simply choose this as the quantity type for each line in the purchase order.

Saved Products:

PurchAce allows you to save products for your suppliers so you do not have to keep typing the details of the products your purchase on a regular basis.

Simply add the the product/service as a PurchAce product against a supplier and then you can simply select (or browse for) that product the next time you create a purchase order for that supplier. PurchAce stores the default description, price and VAT rate for that product but can be quickly changed ad-hoc after inserting the saved product to the purchase order.
This means your PurchAce users do not need to remember the prices for the products bought from your customers and adding products to the purchase order is made so much quicker and easier.

Multi-Currency

Your purchase orders will default to your default currency but if you purchase from various countries in different currencies you can simply change the currency code for the purchase order and all references on screen and on the printed purchase order for that specific purchase order will display the currency you typed.

Finding purchase orders and reporting is just as simple:

If you know the purchase order number, simply type it and click the 'Find Reference' button.

Manager users can search for Unauthorised orders by simply selecting the Unauthorised option in the 'Find A Purchase' Order screen.
Manager user also see an additional manager section on the main screen, informing them of any purchase orders that have been specifically requested to be authorised by them. The manager can simply click a button to view all purchase order pending their authorisation.

PurchAce is so flexible it can even show you all purchase orders created between 07/02/08 and 17/02/08 authorised by manager 'Fred Bloggs', containing the words "computer" that are still pending an invoice!

Simply double click on a found purchase order in the grid open it, print it, email it, edit it, authorise it etc.

Design Your Own Purchase Order style or Make PurchAce Fit Your Existing Pre-printed Purchase order Stationary.

The latest version of purchase allows you to design your own purchase order layouts using the integrated Purchase Order Designer.
You can easily more the various text items around on the purchase order layout, show and hide various items and display your company logo on the print.

PurchAce purchase order layout designer

Goods Received, Proof Of Delivery and Invoiced flags

PurchAce allows you to identify when each line of the purchase order has been received or quickly specify all lines as received with one click.

PurchAce allows you to record when you proof of delivery documentation has been received for the purchase orders .

You can also tell PurchAce when an invoice has been received for the order.

Keep On Top Of Your Orders

PurchAce has a feature that will allow you to print all purchase orders that have received an invoice but have not yet been printed. This feature is useful for a user whos responsibility it is to check orders against invoices.

Auto Internet Update

 PurchAce now allows you to automatically update to the latest version by simply selecting 'Check For PurchAce Update' from the 'Help' menu within PurchAce. If a new update is available, simply click 'Update Now'. This ensures that you are always using the most recent PurchAce, benefiting from any new features in the latest release.

I'm sure this has got you interested, so why not download the 30 day trial and see what PurchAce can do for your company.

  Click here to download a 30 day trial of PurchAce

You can view / download the latest user manual here (3.7mb)