Flexible purchasing management builds a competitive advantage

Hello! See how the implementation of Microsoft Dynamics 365 Business Central optimizes the work of the Purchasing department.

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I buy wisely!

In my work, I have to meet the expectations of individual departments of the company, especially production and sales, while ensuring the lowest possible costs, both in terms of prices negotiated with suppliers and subcontractors, and maintaining minimum inventory levels. Without up-to-date and reliable data from production, accounting, sales and warehouse, efficient coordination of purchases is practically impossible.

With modern IT systems, precise coordination of the purchasing process has become the norm, without which the efficient functioning of the company is impossible.

The best purchase is the highest quality at the lowest price and at the optimal time

Thanks to the electronic records of suppliers and detailed product catalogs, I have access to full information on prices, discounts, additional costs, and proposed dates. Analytical tools and system integration with other departments in the company also give me the opportunity to identify the sources of demand in detail (sales, production, completion, projects, or service). Thanks to this, I can manage my purchases more efficiently.

I have no doubts that Microsoft Dynamics 365 Business Central optimizes purchases. Here is why:

  • the purchase planning function allows you to define the replenishment parameters, as well as planning inventory levels by location;
  • thanks to the connection with the warehouse and accounting, it is possible to fully automate some of the processes, such as control and replenishment of stock levels, accounting or invoicing;
  • the system creates a full history of transactions, from the inquiry, through the implementation of the order, possible returns and service, also monitors the timeliness of deliveries.

In the process of document management, the registration time was shortened and the double registration of documents was eliminated. So far, all documents have been entered into two independent systems. Currently, after the introduction of a modern ERP system, documents are registered only once and are automatically made available to all system users.

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Purchasing with ERP means full control

Purchase management functions in the Microsoft Dynamics 365 Business Central system (previously Microsoft Dynamics NAV) allow for full cost control, as well as flexible response to the company’s needs and changes in the market. Planning sheets allow you to choose the most advantageous option. Optimized procurement management allows you to build a company’s competitive advantage and ensure its resistance to changing market conditions.

Discover new possibilities with Microsoft Dynamics 365 Business Central

Manage the vendor catalog

Records of suppliers and contact persons 

The database of suppliers, responsible persons and contact persons greatly facilitates the work of the purchasing department, and thanks to additional features of the ERP system, which also record the transaction history, it is possible to efficiently manage the processes of purchasing inventory. 

Create a catalog of offered products 

In addition to detailed supplier records, it is essential to have an up-to-date catalogue of offered products, including discount offers, additional costs and all the data that can help you choose the right supplier. 

Define delivery times for products from different vendors 

Delivery times are also extremely important in the purchasing decision-making process. With this type of information, you can optimize the price relative to the delivery date, depending on the priority level of the inventory requirement. 

Define multi-currency vendor price lists 

Microsoft Dynamics 365 Business Central has tools to support multi-currency, including tools to create multi-currency vendor price lists that allow you to compare prices regardless of currency. 

Maintain a directory of co-operators – subcontractors 

As with the records of suppliers and offered products, it is also possible to create subcontracted catalogues containing data on products, prices or delivery times. 

Planning purchases

Define replenishment parameters 

Demand management in the ERP system is based on replenishment parameters, already defined at the implementation stage of the system, adapted on the basis of an analysis of the needs of the enterprise. Thanks to these parameters, it is possible to automate and coordinate replenishment. 

Plan inventory by location 

By connecting to the warehouse maintenance module, it is possible to define optimal inventory, including minimum and maximum quantity, on the basis of which the system informs about the need to perform specific actions (e.g. placing or canceling an order). 

Analysis of demand from various sources (sales, production, picking, projects, service) 

The purchasing system works in full cooperation with the other modules of the ERP system, thanks to which it is possible to analyze the demand in all departments of the company, such as sales, production, assembly, projects or service and provide all the resources necessary for the operation of the enterprise. 

Demand management 

The system allows you to create orders manually and automatically: 

  • user purchase requisition registration; 
  • automatically create orders based on requisition, requisition parameters, and defined minimum values. 

Planning journals 

With planning sheets based on data from all relevant areas of the company’s operations, it is possible to create demand forecasts and optimally adjust orders to the needs of the enterprise. 

Records and control of purchase orders

Registration of requests for quotations 

The ERP purchasing module allows you to electronically register all documents, including records sent to vendors of requests for quotations. A request for quotation can be registered as a work purchase order, so that, once accepted, you can convert the quotation directly to a purchase order. 

Purchase orders 

The purchase order function works analogously to sales orders, so it contains vendor data, order description, and order value, as well as due date. 

Blanket purchase orders – long-term contracts 

You can also create a blanket purchase order if you want the item to be delivered in several deliveries under prior vendor arrangements. 

Purchase management 

The purchasing module gives you full control over the purchasing process, including: 

  • control of timely delivery; 
  • create order receipts; 
  • registration and posting of purchase documents; 
  • records of returns; 
  • assignment of additional costs to delivery (transport, customs, etc.). 

Purchase order records 

Thanks to the records of purchase orders, it is possible to trace the full history of the transaction, from the request for quotation, through the execution of the order, possible returns and service. 

See how to define a vendor in Microsoft Dynamics 365 Business Central

An ERP consultant shows how to add a new supplier in the Microsoft Dynamics 365 Business Central ERP system in the Web Client version. Watch the video and learn how to create a new vendor, and create a new vendor template if needed. For a new supplier, you can also define bank accounts that will help in the automation of bank transfers, and order addresses (if the supplier has several of them).

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