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CAM32 Purchasing & Receiving

Perpetual inventory control has two key components: the process by which inventory comes into your store (Purchasing and Receiving) and the process by which it leaves (Point of Sale). Thus, Purchasing and Receiving is a critical element of any retail inventory control system, which is why CAM has spent so much time enhancing this area of our system. We at CAM believe that your ability to purchase and receive inventory in a manner you are accustomed to, and to accomplish this task simply, is fundamental to the success of your system. We encourage you to pay special attention to this area of this system, especially if you have multiple locations.

Along with the standard options shown on this screen, there are a substantial number of additional options within the submenus and actual programs themselves to help you customize the CAM Purchasing and Receiving program to fit your needs.

This is your main menu screen for Purchasing and Receiving. It shows the basic functions available. However, note that there are a substantial number of additional options within the submenus and actual programs themselves to help you customize the CAM Purchasing and Receiving programs to suit your individual needs.

Vendor Master Screen

The Vendor Master File Maintenance screen is used for entering the basic information for your vendors. This screen is for both Purchasing, Receiving, ans Accounts Payable. The system offers both a "Remit To/Factor" location and a "Sales" location in the event that checks will be printed with one address while purchase orders will be sent to another. Year to date fields are automatically updated by the system. In addition to this screen, there is also an optional screen that automatically appears if you have a General Ledger, which allows you to enter the proper "offset" account numbers for this vendor to be used in automatic posting to the General Ledger.

Some of the CAM reports featured are:

Reorder Point Calculation Report

This feature is one of the most powerful in the system for improving the performance of your business. This report will set your minimum/maximum stocking levels based on past sales history and your own desired stocking strategies. Thus, this report can match supply to demand for every reorderable item in your store.

Suggested Order

The system can automatically determine items that need to be reordered based on minimum/maximum stocking levels, quantity on hand, quantity on order, and minimum buy quantities. The Suggested Order Report can be run on any group of items for a single store or any combination of stores. The column "REQ" shows any items that are special order requests and have been included on the order. "ROP" is the reorder point or minimum stocking level. The month to date (MTD) and year to data (YTD) sales figures are shown to help you analyze the suggested order. This suggested order can be modified in any way by using the manual purchase order screens shown on the next page. After all changes have been made, the suggestedAfter the report is set up to reflect your needs, it can automatically be turned into a purchase order.

Multi-Store Purchase Order/ Distribution Screen

Multi-Store Purchase Order Report/ Size Matrix

The Multi-Store Purchase Order Report shows how CAM maintains the distribution to all stores on one purchase order. Both an automatic suggested order and manual purchase order can be created for any combination of stores.

Receiving Worksheet

The first step in receiving a purchase order is usually to print a receiving Worksheet to check in goods. This worksheet can be printed at the time the purchase order is created, when the goods are received, or at any point prior. Spaces are available to enter the actual quantity received if it is different from the quantity ordered. A place is also available to adjust cost or retail. If desired, the cost can be eliminated from the report when it is printed. The last column, "SP.ORD," shows if an item is a special order. If so, the clerk can set the goods aside and recall the appropriate special order. In a multi-store environment, receiving worksheets can be printed for each store individaully or for all stores combined.

Receiving Report

This Receiving Report first shows all exceptions to the original purchase order and then the order as it was actually received. The total amount received at the bottom should match the vendors invoice exactly."ORD" is the amount ordered, "TREC" is the total amount received so far in the event this item is received at different times, "DIST" is the amount distributed using multi-store distribution, and "B/OR" is the amount left on back order after this receipt.

Purchase Order

This is a sample of a printed Purchase Order. This purchase order has been printed on regular paper, but it can also be printed on preprinted forms for a more professional look. It is important to note that in the event you have alternate suppliers for an item, the system will automatically print the correct suppliers stock number on the purchase order, as well as select the correct cost, if it is stored in the multi-vendor file. See "Best Buy Feature" for an example of a multi-vendor file on the following page.

Buyer's Worksheet

The Buyer's Worksheet gives the buyer all the necessary information to make a purchasing decision for each item on the list. The buyer can see total units sold in the past 13 months, broken down by month. You can also choose to display other information such as gross sales dollars or gross margin percentage. The worksheet provides a space for the buyer to write in the quantity to purchase. A manual order can then be easily created on the system by anyone using the filled-in worksheet.

Purchasing Reports

Purchasing Reports provide you with the information you need quickly at a glance. The Purchasing Report Generator provides a series of standard purchasing reports that can be added to, changed, deleted, printed, or displayed. This option also allows you to create your own user-defined reports to meet your specific reporting needs.

This is the main menu screen for Purchasing Reports, showing the main options available.

This is the Report Generator screen, showing the standard reports available.

This is the sample screen of the report range and sort options available.