Purchasing Management – En

Purchasing Management Program

Redesign Procurement and Supply Chain with an Open Source Procurement Tool

Track inventory levels, replenish stock, manage purchase orders, suppliers, shipments, deliverables, and order fulfillment—all in an open source ERP for procurement.

Real-time display of your purchases

Optimal provides an integrated purchasing management solution by bringing data together in one place, enabling comprehensive tracking of inventory, purchase orders, invoices, and suppliers. The system provides customizable dashboards that display key performance indicators (KPIs), helping companies make strategic decisions based on accurate data. It also supports customizable accounting dimensions to facilitate financial reporting. The system also offers the flexibility to customize dashboards and improve purchasing management by tracking revenue and purchases and performing integrated reporting.

Varieties of items

Optimal enables efficient item assortment management by storing basic items as item models and adding variations such as size, color, or style. Each item type and assortment can be accurately tracked across inventory, helping streamline purchasing and sales processes. The system provides tools for analyzing sales of different assortments and accurate inventory reports, helping you make informed decisions to reduce costs and improve efficiency. With these features, the system enhances the customer experience and provides flexibility in pricing and inventory management.

Track serial numbers

Serial number tracking in the Optimal system enables efficient inventory management across multiple locations. Each product’s lifecycle, from purchase or manufacturing to sale and delivery, can be tracked using serial numbers. The system provides a live view of inventory levels and enables accurate product tracking, including expiration dates. It also enables barcode scanning using the device’s camera for quick searches and improved efficiency. This feature helps make informed decisions and improve inventory management, contributing to better customer service.

Batch Management

Batch management in the Optimal system helps companies track manufacturing and expiration dates for each batch of stored products, enhancing inventory accuracy and reducing the risks associated with selling expired products. The system provides the ability to analyze expiration dates to provide advance notice and identify products approaching expiration. Batch labels are also automatically generated, saving staff time and reducing errors. The system is also easy to integrate with sales and purchasing to effectively track batches, improving inventory efficiency, enhancing transparency, and reducing waste.

Multi-channel sales

Optimal provides an integrated solution for managing multichannel sales platforms such as Shopify, WooCommerce, and Amazon MWS. The system allows you to integrate items, customers, and sales orders from these platforms into one place. Inventory is automatically updated, and invoices and payments from all channels are consolidated into a unified accounting system. It also provides comprehensive reporting to analyze performance across different channels, helping businesses make informed strategic decisions and improve the customer experience.

Custom print formats

Optimal’s custom print formats allow businesses to customize their documents, such as invoices, contracts, and receipts, using HTML and Jinja. Users can modify the design and add variable fields according to business needs. These formats ensure professional documents that align with the company’s identity and allow for automatic data integration from the system.

Daily entries and payments

Optimal offers integrated accounting solutions for accurately managing daily entries and payments. It helps track revenues and expenses, whether accrued or deferred. It also enables quick management and settlement of advance payments. It also provides notifications for the closing of financial periods and helps improve cash flow, enabling informed financial decisions. The system also ensures the accuracy of financial accounts through real-time accounting reports.

Accounts receivable

Optimal provides effective tools for managing company relationships with suppliers, helping you track outstanding payments and due dates. The system allows for easy recording of payments after settlement and includes a tool for importing existing invoices, making it easier to accurately reconcile and track invoices. Optimal contributes to improved cash flow and increased transparency in dealing with suppliers.

Managing Emails in Optimal

Optimal offers an integrated email management solution. Email accounts can be synchronized within the system, allowing you to send and receive messages directly from the control panel. All correspondence is tracked in a unified log, making it easy to follow up on conversations with customers, suppliers, and team members.

The system also provides the ability to set up automatic responses to incoming messages, which increases customer response times and enhances effective communication between all stakeholders, both internal and external to the company.

Overall, Optimal improves efficiency and reduces the time spent managing email, enhancing the customer experience and contributing to faster, more accurate decisions.

Document storage

Optimal provides an effective solution for storing and sharing multimedia documents such as images, videos, and text documents. It allows you to upload files directly from your device or via web links. Document storage also integrates with other system functions, such as accounting and sales, making it easy to access and share documents among team members and clients. The system also features security and data protection through access control, enhancing collaboration and efficiency within the company.

Stock renewal

The Optimal system provides an automatic inventory replenishment feature by tracking the reorder level of an item. When the inventory level drops below a specified threshold, the system automatically creates a material requisition to replenish inventory in a timely manner, helping to avoid stockouts. Reorder levels are determined based on the company’s needs and can be easily monitored. This feature provides efficiency by reducing costs associated with excess or shortage inventory, improving order accuracy, and strengthening relationships with suppliers.

Promotional campaigns

Optimal provides powerful tools for managing promotional campaigns and communicating with potential customers. The system allows users to create targeted promotional campaigns, define audiences, and choose communication channels such as email or SMS. It also supports email marketing to design and send personalized messages with offers and discounts, and provides tracking and analysis of campaign performance through detailed reports on visit and click rates, helping to improve future campaigns.

Suppliers Portal

The Optimal Supplier Portal provides an effective solution for managing supplier relationships, allowing suppliers to submit requests for estimates, track purchase orders and ongoing receipts, and submit purchase invoices. Suppliers also have easy access to all current transactions, enhancing transparency and efficiency in collaboration between companies and suppliers. This portal speeds up the invoice approval process and improves overall performance, facilitating and streamlining procurement processes.

Automatic billing

Optimal’s automatic invoicing allows businesses to automatically generate invoices based on pre-defined subscription orders, reducing human error and improving operational efficiency. After setting up subscriptions for customers, the system generates invoices on time (monthly or annually) without manual intervention. This feature helps improve cash flow, reduce costs, and allows for easy subscription tracking. Automatic invoicing also integrates with other parts of the system, such as inventory and accounting, to ensure the accuracy of financial and administrative transactions.

Multi-currency accounting

Optimal enables efficient multi-currency account management. Different currencies can be added and the company’s base currency can be selected. Transactions made in different currencies are automatically converted to the base currency using the specified exchange rates.

Financial transactions such as invoices and payments can be managed in multiple currencies, automatically recorded and converted to the base currency. The system also provides automatic exchange rate updates and generates accurate financial reports in the base currency.

These features contribute to simplifying accounting processes, improving the accuracy of financial reports, increasing transparency, and saving time, making the management of international financial transactions easier and more efficient.

Instant allocations

Optimal offers instant customization capabilities by adding custom fields and tailoring forms to business needs. New fields of multiple types can be added, and forms can be customized by modifying the order of fields or hiding them based on user roles. The system also allows the creation of custom print formats using HTML and Jinja to design documents and reports that match the company’s identity.

These customizations help improve efficiency, simplify the user experience, and increase the accuracy of information entered, enhancing overall system performance.

Self-activation and operation in Optimal

Optimal offers a self-activation feature that helps organizations transition to the system quickly and easily without the need for external support. The system includes comprehensive documentation and video tutorials that explain how to implement and customize the system to suit the organization’s needs. With these resources, organizations can quickly adapt to the system and achieve operational efficiency. Optimal also provides active community support that helps resolve issues and provide advice, effectively and quickly promoting the digital transformation of organizations.

Multilingual program

Optimal supports multiple languages, allowing users to easily change the system interface language. Users can switch between languages in menus, forms, and reports, and can add custom translations if one isn’t available. Multilingual support improves communication, increases productivity, and makes the system flexible to meet the needs of businesses operating in multilingual markets.