ORDER MANAGEMENT
One-click quote to purchase order with activity tracker. The automatic updater keeps you on top of order status.
cuSPEND’s order management system offers an effective way to integrate and digitize work-flow to eliminate your paper chase.
Inventory and service cues can eliminate rush orders. cuSPEND tracks orders from inception to fulfillment and manages the people, processes and data connected to the order as it moves through its lifecycle.
See the the steps below to learn more.
Quote
Order
Delivery
Invoice
Document
Quote
Quote
Contact and manage vendor responses with a quote tracking system.
- Determine your ideal terms and budget, then attach any required specifications documents to your quote template before sending it to your vendors. Supercharge your savings by including optional fiSAVE™ Vendors. External files allow you to document details like the scale or scope of work agreed upon for a service, or item specifications for a product.
- cuSPEND automates a regulatory audit trail to review your transactions at anytime. Receive status updates whenever your vendors respond to a quote before proceeding with the next series of required order management process steps.
Order
Order
Manage order entry an effective sales order management system.
- Begin your order procedure by sending a PO electronically to your vendors after receiving expense approval. PO’s automatically are tracked through to completion by the auto-updater.
- Simplify the order entry process by automatically synchronizing purchase order information between you and your vendors. Both parties can also leave notes to maintain clear collaboration.
- Filter quotes and POs to review information and create reports from the order management system. Both you and your vendors can download PDF versions of purchase order forms for convenient procurement record keeping.
Delivery
Delivery
Send delivery notes/slips to your users (receivers) through a delivery management system.
- You can send delivery notes to your vendors when requested to confirm product types and quantities being shipped.
- Users receive delivery notes through an intuitive color-coded delivery management system. Users can print a distribution form if desired for products to be forwarded to multiple cost centers at the same location. Users book-in delivered items to complete a 2-way match with what was actually received which will then be electronically submitted to accounting for reconciliation to 4-way match (order-receipt-invoice-accounting). Vendors are automatically notified of shorts or damaged/missing products. Accounting reconciliation initiates e-payment to vendors.
Invoice
Invoice
Carry out PO matching, receiving confirmation, product inspection and invoice reconciliation.
- PO matching against invoices is completely automated in the order processing system. Details from every transaction are always synchronized between buyers and suppliers, allowing for improved invoice automation.
- Filter and review the status of orders and invoices from a convenient dashboard display. Verify which invoices have been paid, approved for payment, or are pending approval by accounting.
- Optimize order management by delegating specific order management roles for each member of your team. Assign users to handle order processing procedures, create and send delivery slips, and/or handle order confirmation and invoices.
Document
Document
Product & service transaction life-cycle data can be compiled into custom spend reports.
- NCUA audit file is automatically generated for all transactions. This includes the coordination phase pre-purchase and each step including specifications generation, quoting, vendor selection, expense approval, 4-way accounting match, GL & cost center allocation and any subsequent warranty or post receiving actions for the life of the product or service.
- Access flexible reporting and documentation options with the ability to export data as CSV spreadsheet files. You can review and compile data to create custom spend analysis reports.
- Once the order management process concludes, quotes, invoices, and orders are archived and accessible in a searchable sales history database. Buyers can then submit supplier evaluation forms, vendor scorecards, and add their favorites to an approved list of suppliers.
- The item master database contains a transaction history for each item. You can access this information when performing cost forecasting to verify the quality of the goods and services you are ordering. This data is also helpful when creating a contract management plan for long-term purchasing agreements.