Projects plans are made of anticipated time, expense, and material purchases. Planned material costs can take the form of an allocation of funds, or include a specific quantity of a specific quoted material. For the latter, ProFusion℠ users create parts for use in the system, including manufacturer, family, part number, description, website, and more. Then vendor organizations provide quotations for those parts, and those quoted prices can be used to build project estimated pricing.
Once a project is in the execution stage, project leaders and their delegates can requisition the planned parts, or change the plan and requisition different parts. The requisition(s) proceed through an approval and review process, ensuring that the project and company stakeholders are aware of the impact of the purchase and of any changes to the original plan. Approved requisitions become purchase orders, and those are issued by authorized personnel to the vendors. PDF formatted purchase order documents are created with your company branding and can be sent to the vendor automatically. Received materials can be assigned to and moved between defined locations in your company, such as receiving dock, or storage areas, or assigned to users. Vendor invoices are received in the system and correlated against the purchase orders.
How it Works?
Project leaders have access to a screen showing all materials on their projects that are available for purchase. The screen shows the estimate (planned) item, quantity, and cost, but allows the user to edit quantities and select a different item from the list of quoted items, as well as add notes on when the item is needed. Once the desired materials are configured, the user can submit some or all of the displayed records as a purchase requisition.
Requisitions are created against Material Estimates on a project and must be approved by the project manager to proceed. Each has quantity, model, estimated shipping, and price. Users select a vendor-quoted price for the item and this is referenced on the resulting purchase order. Authorized purchasing employees may substitute parts or vendor quotes, allowing them to seek better pricing before the order is placed. Approved orders are consolidated into a single purchase order by a vendor. Purchase orders are PDF complete with customized logo, shipping instructions, etc. They can be saved and printed or emailed directly to the vendor by ProFusion℠.
Purchase Orders are available as PDF documents with a unique PO number, date, vendor details, and all parts details, as well as a deliver-to person. At the end, they give purchase order instructions which can be set from the settings screen. These instructions might include shipping instructions, tax exemption information, etc.
Project managers have a requisition approval limit, which is available on the settings page. If the total dollar value of the requisition is equal to or less than this limit, the project manager can advance that particular line item fully to order draft status. Order draft is the beginning of the separate order workflow. If the dollar value of the line item is more than the project manager requisition limit, someone with finance approver permission will have to advance the requisition further. Like the project manager, there is a defined and settable limit for finance approver. If the total value of the requisition is less than or equal to the finance approver limit, a finance approver will be able to advance the requisition all the way to order draft. If the requisition line item value exceeds the finance approver limit, someone with CEO/Management approver status will need to advance to order draft.
Order Receiving and Material Tracking
Profusion℠ has a receiving screen which allows users to review the inbound materials. They can be received in full or partial and their status can be track.
Received parts are automatically allocated to a user-set location- perhaps the receiving dock. Once there, users can move the materials to other user-set locations in the company- lab, shop, storage rack, etc. Materials stop being tracked when they are moved to locations that authorized users designate as “closed”- such as “built into product” or “disposed”. A report can also be made available to review all in process materials. Users can add parts that they use for quotation, estimation and ordering under manufacturers and families for easy part finding.
From the price quote maintenance screen, users can initiate an email request for a part to either a previous preparer (salesman) or the vendor company, depending on which has a stored email address in the system. The vendor will receive an email listing the part and the details of the previous quote, and requesting an updated quote. They can simply respond to that email with price and delivery, and ProFusion℠ will automatically enter the quote into the system when the email is processed. The inbound email is also recorded under the vendor and preparer as always.