Purchase Order Processing
Carillon ERP's Purchase Order functionality allows companies to maintain consistent stock levels, improve merchandise quality and minimize costs by increasing accuracy and efficiency in your purchasing department. Purchase Orders allow companies to deal with real-world situations like partial shipments, combined shipments or delayed invoices. Goods will no longer sit on the loading dock while employees sift through piles of paperwork thanks to a robust Accounting/ERP software.
Purchase Orders allow for tracking of each item down to the smallest detail. For example, users can indicate if an item was acquired at a discount and whether or not savings should be passed on to your customers. It also provides a separate payment for freight, which can be made to either the vendor or the carrier.
Tightly integrated throughout the entire Carillon ERP system, the Purchase Order window updates the General Ledger, giving an accurate view of your companies' bottom line at any given time in financial statements and other reports. Inventory includes incoming purchase orders when calculating the true Available to Sell amount. Your inventory levels will always be accurately portrayed through the online integration of the Purchase Order and Inventory windows.
When items are received, purchase orders are converted to vouchers, automatically updating Accounts Payable. With Carillon's ERP software, you save time and money through online information and accurate reports. Open Purchase Order reports can be generated both by Account and by Vendor. This well-rounded, state-of-the-art Purchase Order functionality will help guide any organization as it streamlines the process of ordering, receiving and paying for everything your company needs to operate efficiently.
The primary purpose of a purchasing system is to facilitate:
- Deciding what to buy
- Gather unfulfilled demand information from the inventory management system and (considering unfulfilled demand, lead times, minimum order quantities and maximum stocking levels) assist the purchasing agent in ordering cost-effective quantities of items from suppliers.
- Obtaining authorization
- Provide a mechanism whereby requisitions can be approved by the appropriate personnel (depending on the personnel placing the requisition and the cost of the requisitioned item).
- The secure issuance of purchase orders
- Allow authorized personnel to make approved purchases of inventory and non-inventory items from approved suppliers as efficiently as possible.
- Effectively communicate purchase orders, change orders and cancellation orders to suppliers timely and effectively using the suppliers' item IDs and descriptions when necessary or appropriate.
Carillon makes purchasing as easy and automatic as possible with the following functionality:
Sales order integration
Security-based approval process
Unlimited suppliers per item
Support for suppliers' item IDs and descriptions
Open PO visibility
Previous cost visibility
Multiple warehouse/location support
Unlimited notes capability
Unit of measure conversion
Multiple date tracking
Non-inventory purchase orders
PO drill-down capability
Sales Order Processing
There are many steps involved in creating quotes and sales orders and each needs to be straightforward. With Carillon’s Sales Management system, you can create quotes and sales orders all within one window. The Sales Order Entry window allows you to create quotes in several ways and instantly turn any quote into a sales order. From the Sales Order Entry window, you can even print pick tickets, have multiple ship tos and track shipments. For detailed orders, you can create customer and item notes as well as insert a drawn picture or photograph of the item, thus eliminating confusion over item type. Everything you need to create or modify a quote or sales order is located in the Sales Order Entry window.
A superior sales management system would not be complete without performance evaluation capabilities. Profitability reports can be generated for each customer, brand or salesperson so you can keep track of your best performers. You can also track communications between your sales staff and customers through tight integration with our CRM, all within Carillon ERP.
You can easily increase efficiency by completing more tasks within one window.
Tight integration – Carillon’s Sales Order Entry window is integrated with the CRM system, purchasing system and production system so many steps of the sales order process can be done automatically for you.
Create all quotes and sales orders – In the Sales Order Entry window, you have the flexibility to make quotes and sales orders.
Give your team the tools they need to oversee the creation of accurate orders or confirm that shipping was handled properly.
Create customer and item notes
View customer history
Automatically price line items or apply discounts
Ship items to multiple ship tos
Record down payment information
Print pick tickets
With Carillon's ERP software, you can reach different types of customers by allowing front-counter sales and back order processing:
Front-counter sales – Help service walk-up customers faster. Carillon’s Front Counter Sales window lets you process the sale, calculate sales tax, relieve inventory and calculate change all in a single step.
Backorder processing – If you have customers set up to accept partial shipments, you can partial ship, backorder and ship again as many times necessary to complete the order.
To be successful you must know how your business is performing at all times. There are several ways to measure progress:
Sales activity tracking with Carillon’s CRM
Profitability analysis – Monitor profits by generating reports based on customers, branches or salespeople.
Commission set-up – You can assign one or more sales people and split the commission between them.
Production Order Processing
With Carillon ERP, companies can have easy access to vital production details including waste factors, standard and actual yields, and more are accurate and available online. The Production Order functionality inside Carillon's ERP software allows for the assembly or disassembly of items.
Production Orders are entered by location, allowing companies with multiple locations to keep track of production throughout the organization. Labor costs and the cost of goods sold can also be tracked directly to a job in Carillon ERP. Standard and actual yields and waste factors are also accounted for and updated throughout the system. The actual quantity required to assemble a good is calculated for you in Carillon. Our Accounting/ERP software calculates the actual quantity by taking into account the yield and waste percentages.
Production Order is tightly integrated with Inventory to provide fast, accurate production information and inventory updates.
Once a production order is released and printed, the Available to Sell (ATS) dashboard is automatically increased by the amount of the production order, providing up-to-the-minute inventory information. The cost information of the FIFO layers in Inventory is also immediately updated upon completion of a production order.
Inventory Management is designed for tight inventory level control. The ERP system tracks inventory quantities, costs, prices and vendors to provide businesses with on-line inventory information that is mission critical in any industry. Information from how an item is acquired, to what is available to sell decides how successfully your organization can operate.
What are the primary purposes of an Inventory Management system?
- Track On-Hand Quantities
- Track on-hand quantities of each item in each warehouse/bin, including lot quantities when applicable, so you can find items when you need them and always know exactly how many you have.
- Track Demands and Sources
- Track current and future demands and sources of an item so you know how much of an item you can sell, based on the promise date, or consume in the manufacturing/kitting process. Also, you can know how much of an item you need to purchase or produce based on the unfulfilled demand and the lead time.
- Track Costing Information
- Carillon automatically tracks the last received Production Order cost. It also allows you to choose from FIFO, weighted average or standard cost for your inventory accounting method.
- Track Historical Usage
- Carillon stores detailed usage information, which you can analyze with Excel, OLAP, or nearly any report writer. Graphical usage information is also available by item.
The Available to Sell (ATS) Dashboard, which allows appropriate personnel the ability to access ATS information is another unique feature of Carillon ERP. ATS Dashboard will tell you how much of a product you'll have on a promise date after considering all the demands and supplies for that item. Not only will it factor in what is physically in your warehouse, but also future production, other sales orders, receipts, lead time, planned transfers and shipments.
Carillon’s Inventory Management system allows you to have:
Unlimited Branches (the use of branches is optional)
Unlimited Locations (warehouses or areas within a branch)
Unlimited Bins (bin usage is optional by item and by location)
Unlimited Lots (lot tracking is optional by item and by location)
Unlimited Serial Numbers (serial number tracking is optional by item and by location)
In addition, you can:
Track Weights and Volume - Track the gross weight, net weight, purchasing weight, and cube for an item
Assign Substitute Items - Keep track of unlimited substitute items
Track Drawings - Indicate the location of a drawing of the item
Define Unit of Measure Conversions - Carillon allows you to define global unit of measure conversions (i.e. 3 feet of this pipe weighs 2 pounds)
Auto-Generate Purchase Orders or Production Orders - You can indicate if purchase orders or production orders for this item should be automatically generated when a sales order is placed for the item
Track Suppliers - Assign unlimited suppliers for each item along with the suppliers' item IDs and descriptions
Track Old Item IDs - Keep track of old or obsolete item IDs for an item
Add a picture - Upload a digital image of an item to be available in the Sales Order Entry window
Bin Transfers - Easily transfer items from one bin to another
Warehouse Transfers - Easily transfer items from one location to another and track the items in transit
When used in conjunction with Carillon's Production Order Management system, you can also:
Build Kits or Assemblies - Carillon supports unlimited levels in your Bill of Materials
Include Tasks and Workcenters - include operations in your Bill of Materials
Configure Items at Order Entry - Create custom kits or assemblies during the Order Entry process
Build Kits or Assemblies - Carillon supports unlimited levels in your Bill of Materials
Include Tasks and Workcenters - include operations in your Bill of Materials
Configure Items at Order Entry - Create custom kits or assemblies during the Sales Order Entry process
Barcode Warehouse Management
Carillon is always adding new functionality to its ERP software based on our client's needs. The new specifics we build for our customers are integrated into our already agile system as an option for future clients. These features showcase what Carillon is capable of customizing and demonstrate how we are ahead of the curve on business innovation.
One of our latest features is a Barcode Warehouse Management system, ideal for those looking for manufacturing or distribution software. Carillon ERP now incorporates Code 39 and UPC codes in our Inventory Management window. Clients can use scanners to quickly track individual items or case movement through staging areas, packing rooms, loading trucks, etc. Carillon can both generate codes for new items and track existing codes for items being resold. Since all aspects of Carillon's ERP software are fully integrated, scanning data into the system immediately updates Sales Order Processing and triggers inventory restock when necessary. Clients using this barcode functionality are seeing faster, more accurate order fulfillment while managers and executives better manage the overall order process.
Bill of Materials
Carillon ERP supports an unlimited level Bill of Material. This window includes operations, which are defined to be tasks done in workcenters. In each level of the Bill of Material, you can not only indicate the materials that will be required but you can also indicate the operations that will be performed. This use of operations allows some organizations to perform rough-cut capacity planning.
Carillon ERP's flexible Bill of Materials is a construction and distribution industry favorite because you can create unique Bill of Materials for any individual production order. Carillon supports unlimited levels, so users can build kits or assemblies specific to their job and industry. This window is closely integrated with our ERP software's Production Order Management window, making for easy configuration and ordering.
- Assemblies are definitions for the Bills of Material. They are time-phased to allow you to start to manufacture something differently as of some date in the future. They also allow you to define both the required materials as well as the operations (tasks done in workcenters) required to manufacture an item.
Job Costing provides the ability to track all related costs and revenues associated with an unlimited number of jobs within your organization. Each project or job can be tracked in the ERP system at various levels of detail, depending on the job. Essentially, Job Costing is a repository of information that is fed via the other integrated financial and operations windows. General Ledger, Accounts Receivable, Accounts Payable, Purchase Order, Inventory, Time & Billing and Payroll all play important roles in capturing complete job costing and revenue information.
Valid job levels include:
Job (up to 32 characters)
Sub Job (up to 32 characters, optional)
Phase (up to 32 characters, optional)
Task (up to 32 characters, optional)
Cost Code (up to 32 characters)
Cost Type (up to 32 characters)
The Job ID is mandatory and represents the highest level of detail where costs and revenue can be recorded. The Sub Job, Phase, and Task levels are optional, and represent optional increasing levels of detail. Cost Codes are categories of costs common to all jobs that make cross-job comparisons meaningful. Cost Types explain the type of cost. Examples of Cost Types include: Labor, Material, Overhead, Sub Contracting, and Equipment Rental.
Not only are actual and committed costs tracked at the various levels for each job, but also budgeted costs and budgeted revenues are tracked at separate levels within a job in Carillon ERP. A project manager may budget costs at the Task level and budget revenue at the Job level. The total costs incurred, total committed costs and total hours incurred are tracked at the lowest level of detail and rolled up to all higher levels for reporting.
Journal entries can be posted with valid jobs assigned at each line item in our Accounting/ERP system. When creating customer and vendor invoices, an unlimited number of valid jobs can be assigned to each line item of the transaction. The creation of purchase orders updates the committed costs of a job, while the vouching of vendor invoices move the costs from committed costs to actual costs. Issuing of inventory also increases the actual costs of a job. The planned issuance of inventory creates a demand that is shown in the ATS Dashboard within the inventory module. When utilizing the Time & Billing window, an employee’s cost of service can be recorded for the job(s) the employee worked on. Carillon's Payroll software provides actual costs to a job such as salary or hourly rates, and other indirect costs such as the employer’s share of taxes and other employer paid deductions. The work in process (WIP) account can be set up to default based on the Company, Cost Code, or Job. WIP accounts are tracked and updated on a transaction by transaction basis.
Revenue is recognized based on the Percentage of Completion or Completed Contract method. Each transaction that updates the costs of a job or any change in a budget amount will trigger the system to automatically recalculate the percentage of completion (including the recognizing of revenue) for you on a transaction by transaction basis. The online transaction processing and real-time processing capabilities of the Carillon ERP software allows for up-to-the-second cost and revenue information.