This module is about exchange between the buyer and the seller. Once the buyer has chosen a prospective supplier and made arrangements about the lead items, there are some activities that take place before the items are paid for by the buyer to the supplier. The system allows the user to:
a. Create 'Purchase Quotations':A purchase quotation is basically a formal statement of promise (submitted typically in light of a demand for citation) by potential client to buy the goods or services required by a seller, at indicated costs, and inside a predefined period. Click on 'New', fill in all the required fields, then click on 'Save'.
The system allows the user to add 'Quotation Details' by double-clicking on the quotation record.
Once one has created a purchase quotation they can 'Cancel' it when the transaction is canceled or 'Complete' it. Select a row of purchase quotation, select the 'Complete' option and click on 'Action'.
A completed purchase quotation has to be 'Approved' in order to 'Generate a Purchase Order'. To 'Approve' a Purchase quotation click on 'Approvals' under Transactions, select a row of the purchase quotation completed, choose 'Approve' and Click on 'Action'. However, when there is an error in a purchase quotation the user can 'Reject'
the quotation under 'Approvals' or 'Review' it.
Once the purchase quotation is approved go back to 'Purchase' under Transactions select the row of the just approved purchase quotation, choose 'Generate Purchase Order' then click on 'Action'.
The system allows the user to View Purchase quotation Receipt. Double-click on the specific purchase quotation and select 'Purchase Quotation'
b. Create 'Purchase Order': A purchase order is a document used by the buyer to order required goods from the supplier. The system allows the user to create Purchase Order in two ways:
1. When a purchase quotation has been approved by both the client and supplier, the client can generate purchase Order as shown above.
2. Under Purchase select 'purchase Order', click on 'New', fill in all the required fields then click on 'Save'
The system allows the user to add 'Order Details' by double-clicking on the Purchase Order record.
Once one has created a Purchase Order they can 'Cancel' it when the transaction is canceled or 'Complete' it. Select a specific purchase order, choose the 'Complete' option and click on 'Action'.
A completed purchase order has to be 'Approved' in order to 'Receipt Note'. To 'Approve' a purchase order click on 'Approvals' under Transactions, select a row of the purchase order completed, choose 'Approve' and Click on 'Action'. However, when there is an error in a purchase order the user can 'Reject'
the order under 'Approvals' or 'Review' it.
Once the purchase order is approved go back to 'Purchase' under Transactions select the row of the just approved purchase order, choose 'Receipt Note' then click on 'Action'.
The system allows the user to View Purchase Order Receipt. Double-click on the specific purchase order and select 'Purchase Order'
NOTE: For every business transaction done correctly there are some specific documents/statements that both the supplier and the client have to agree on and sign before and after the payment of goods is done. These documents are Purchase order, Receipt note, Invoice, and Payments. In case the client made an error making payments of goods, they generate a Debit note to the supplier. Baraza Business Management System offer to its users these documents as modules under 'Purchase'. To generate these documents the user go through the processes above as for 'Purchase Order'.
Sales and Purchases are exchange between seller and buyer and vice-versa.
Baraza Business Management allows its users to keep record of such exchanges, hence business transactions.
TRANSACTION LEDGER: A ledger is the principal book or computer file for recording and totaling transactions measured in terms of a monetary unit of account. This is done by account type, with debits and credits in separate columns and a beginning monetary balance and ending monetary balance for each account.
Click on the image on the right for further instructions/details on Transaction Ledger »