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Purchasing & Warehouse

The Nextsoft Purchasing and Warehouse systems provide the tools to generate purchase orders, perform automatic stock replenishment, receive incoming shipments, record serial numbers and manage outgoing customer orders.

An integral part of purchasing, receiving and shipping functions is the inventory system, which maintains part information, ordering activity and current stock availability.

Purchase Orders
Purchase Orders can be created for stocking orders, special orders, job/service call specific, supplies and professional services. Flexible and unlimited descriptions allow you to spell out specifically what is needed, as in the case of professional service or subcontractors, where a short description wonít do.

New or special order items can be entered on-the-fly during order creation, along with new vendors, making P.O.ís a one-stop process. Need-by dates allow you to specify the date you need the items, from which the vendor can calculate ship times. The resulting delivery performance is captured in reports by vendor or by item.

Prices entered on the Purchase Order are passed to the Accounts Payable system providing a cross-check to the amounts you are actually billed by the vendor. Special notes allow you to record additional billing or delivery information. 

Purchase orders can be faxed or emailed directly from the data-entry form, eliminating walks to the printer or fax machine.

AutoPurchase allows various member of your team to request items that need to be purchased, even if those people donít create purchase orders directly, streamlining the control of costs and eliminating duplication.

Purchase requests can be made by jobs, service calls and sales/production orders. These requests are pooled together and processed in a batch by the AutoPurchase tool, allowing the Purchasing Manager to select vendors of choice based in date needed, costs and other factors.

AutoPurchase can also calculate which items are below minimum stock levels, and generates the necessary purchase quantities, allowing the Purchasing Manager to select the vendor. Once created, all purchase activity is available in the Receiving system when shipments arrive.

Information from Purchase Orders flow through the receiving process and on to Accounts Payable. As a result, the Receiving process is quick and simple, and can be performed by your warehouse team in real-time.

For every packing slip and shipment received, simply enter the original Purchase Order Number, and a list of what was ordered is displayed. Those items which are serialized will prompt for serial numbers. After confirming the received quantity and saving, on-hand values are calculated and updated for the affected items.

When the vendorís invoice arrives, this receiving information flows automatically into the vendor invoice, saving data entry and minimizing errors.

Purchase Status
The purchasing process contains several steps, all linked internally starting with the original purchase order number, and ending with the payment. The Purchase Status function provides a single window that shows the life of a purchase order, through receiving, invoicing and finally, vendor payment.

Use Purchase Status to track open purchase orders, determine current status, and easily link all transactions related to a purchase.

Order Fulfillment
Order Fulfillment handles the process of entering sales orders, completing production and submitting completed orders to shipping, then invoicing your customers. Order Fulfillment is tightly integrated with Purchasing and Receiving, and will automatically release production orders to Shipping which are in-stock or require purchased goods, and those goods have been received. 

For more information, see Production and Fulfillment.

The Shipping system shows all orders that are ready for shipment to your customers. This includes production orders, assemblies, special orders and from stock. From the Shipping screen, add freight, enter tracking numbers and weight, update ship to addresses, and print packing slips and shipping labels.

When shipments are confirmed, an invoice is submitted to Accounts Receivable and is ready for printing.

Managing Purchasing & Warehouse
Several steps are required from when a customer places an order to when the receive it and, ultimately, pay for it. By integrating ordering, purchasing, accounts receivable and payable, your team can manage and track all activity through the warehouse. 

Reports include inventory availabilities, open purchase orders, current orders to ship and backorders.

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