Purchasing: Create
Create a strategic purchasing system and eliminate the paper with ExpenseWatch.com.
Easily create online requisitions, purchase orders and packing lists
Search a catalog of products, link up with vendors in your purchasing network, add items to your shopping cart, create order pads for recurring orders, attach documents, such as pricing quotes, and more. With ExpenseWatch.com, a single screen replaces piles of paper forms. You’ll never lose track of a purchase requisition again. Users simply submit the electronic requisition and check the status online.
Multiple ways to procure items for your purchase requisition
In ExpenseWatch.com, adding items to a purchase requisition is as easy as filling a shopping cart from your favorite ecommerce vendor. The flexible, user friendly shopping cart speeds the purchasing process. From one convenient location, users can:
- Search the product catalog by varied criteria
- Add items to the catalog or view a list of recently added items
- Add an item ad hoc
- Create, access and edit order pads, for recurring orders
- Shop with vendors whose product catalogs network with ExpenseWatch.com
cXML Punch out to preferred e-commerce vendors
Users can access e-commerce vendors directly from ExpenseWatch.com. Our system integrates with any vendor that supports cXML punch-out technology, reducing transaction errors. Any unique account information, pricing structure or ordering mechanism that you have is maintained in the punch-out environment. When you finish shopping, your entire cart is automatically transferred to your purchase requisition.
Order pads make recurring orders easy
Some transactions, such as monthly office supplies or materials for new employees, are recurring. ExpenseWatch.com provides order pad functionality to streamline the ordering process for recurring transactions. Users can create an order pad that contains a list of supplies from multiple vendors. The order pad, which is stored in an order pad library for easy access, becomes a template for future purchase requisitions.
Online Purchase orders
Once a requisition is approved, users simply log into the system and send the online purchase order to the vendor(s) directly from ExpenseWatch.com via email, hardcopy or fax. ExpenseWatch.com’s purchase order template is customizable to meet your unique needs. Multiple orders to the same vendor can be grouped and placed together, taking advantage of discounted shipping rates and special pricing.
Purchasing and receiving process integration
ExpenseWatch.com allows you to integrate your receiving with your purchasing process by offering packing list and receiving threshold functionality. When purchasing is integrated with receiving, problems such as duplicate invoices, duplicate expenses, over-spending, incorrect invoicing and missing items and services are prevented.
Packing lists and receiving thresholds integrate purchasing with receiving. Typically, packing lists allow employees to verify that all items ordered were included with the vendor shipment. Packing lists also apply to the purchase of services, indicating whether or not the services were rendered.
The receiving threshold is a dollar amount used to determine which packing lists trigger a re-approval process and which don’t. For example, vendors sometimes ship a higher quantity of items than what was ordered. If your receiving threshold is $1,000, and you receive an order with an overage of items totaling more than $1,000, then your packing list will trigger an additional approval process. Approvers then have the ability to indicate if the extra items ordered should be accepted or rejected.
