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The OPTIMUM Purchases & Accounts Payable Module will take care of all your purchases cycle, starting from a departmental request, request for quotation, purchase orders for inventory and non-inventory items, deliveries, invoices for both direct or against purchase order and settlement be it cash, checks, telex transfer or credit note. OPTIMUM Purchases & Accounts Payable Module will produce all necessary documents, and display all its contents as per your preferences.

Processing of Purchase Orders

With OPTIMUM you are able to prepare any PO either directly or through approved quotations, made easy with view of suppliers’ sales prices and immediate order valuation. Data entry is controlled as much as possible to avoid errors. OPTIMUM being fully multi-currency means that you can input your purchases in any currency and the system will handle all necessary conversions at the time of posting.

Processing of Deliveries

Oeliveries can be recorded in part or full and all accounting entries are passed by the system accordingly producing the relevant documents. Background processing of inventory and accounting entries follows posting.

Processing of Invoices

The Invoice Register will take care of all types of invoices, whether they are direct or against purchase orders generating all necessary accounting transactions upon approval.

Processing of Settlements

Tayment vouchers can be easily generated form OPTIMUM for all registered invoices whether they are standard such as electricity, telephone, insurance, etc., or against purchase order. OPTIMUM will prepare the payment voucher, send it electronically for approval and make the payment ready for printing. Payment can be full or partial settlement; it can be for one or many invoices of a particular vendor.

Payment vouchers can be in different currencies or through post-dated cheques. Upon payment, cheques and cash vouchers are printed, and at each step, accounting entries are automatically transferred to the General Ledger.

Data retrieval

OPTIMUM will let you view all its entries made in detail for inquiries and data analysis:

  • Request, Quotation, Purchase Order, Delivery, Stock, Returns or Invoice registers with a drill-down facility to status and payment details
  • Payment Vouchers register (this allows the follow-up of outstanding amounts, or to see future disbursements for cash flow management)
  • Cheques register
  • Aging Creditors tables
Full accounts payable transactions and payments history is also available in a more sophisticated format in the report generation.

The sort/filter facility on any field and the drilling down to original order line, payment allocation, and delivery status will give you the database image that you need at any time.