We love Purchase Control, and yes, you guessed it, Business Pilot hooks up your purchase orders with your contracts in one easy system so you can be completely confident that products have arrived in time for installation date, accurately monitor margins and job costs and record when products arrive where they need to be.
As well as storing all of your customer contact details, Business Pilot provides a central location for your supplier contacts too. Not only is this helpful for your purchasing team when they need to make orders, but this links in perfectly when using the Purchase Order function.
During the Purchase Order creation step, you assign it to the corresponding Contract, select your supplier details, order contact and reference, add any special instructions and input the estimated delivery date – that’s before you even have any detail about the items required!
You can choose as many lines as you need for each Purchase Order, recording the details of the item, quantity and net value.
Once your products have been delivered by your supplier, your Goods-in team can find each Purchase Order and confirm and mark the order as delivered. If it was expected but there has been an issue, this information is easily recorded too.
There’s a toggle option for Remake/Recharge and space to record the reason, if required. In the Delivery Summary window, there’s also space to record the new Delivery Date and ‘Delivery Incomplete’ reason if something is missing on Delivery Day. So, you can keep an eye on where issues are happening and have a clear audit trail if should ever need it.
In the Purchase Orders grid, there are quick-link buttons to download Purchase Orders as Word Documents or PDFs or to send them as an email attachment on BPmail, so you can send it directly to your supplier or to any other email address as required. You can also bulk export POs to an Excel spreadsheet or PDF document.
Super-duper Business Pilot feature alert! Live Purchase Order statuses ‘talk’ to the Interactive Schedule Board. We run a dot-dash system…you could call it the BP Morse Code, but it’s a lot simpler!
One dot on the Schedule card means that the purchase order has been raised with a provisional delivery date. Two dots mean that the delivery date has been confirmed by the supplier. A solid line means that the goods are confirmed as delivered. It’s a great visual clue when scheduling installs, so you can make sure that fitting teams aren’t booked onsite to do a job when products are still enroute!