Purchase Order System to interface with Sun accounts
1. Web browser based to allow remote access
2. ‘Friendly’ user interface
3.All processing to be elctronic
4. Workflow required
a. Purchase request initiated (by anyone within a department)
At this stage, in background, need to capture sufficient nominal ledger coding / analysis etc to allow invoice to be processed in Sun Accounts without any further ledger code inputs
The request should be capable of supporting document attachments, and web links
We may not necessarily have identified a supplier when the process is started, so need to be able to start the process – save – then return to the purchase request when we have further information.
Similarly we need to be able to enter price and volume information later
Expected date of supply of goods or services
b. Purchase request is sent electronically (e-mail) to the appropriate authoriser for authorisation
The initiator gets notified that the authoriser has read their request.
The authoriser can then take one of several actions – and the initiator needs to be automatically notified of any of the actions taken:
1. Request further information from the initiator
2. Decline to authorise
3. Authorise subject to any further authorisations that may be needed (in turn forward to the next authoriser)
c. Review against budget
Review committed spend to date against budget to see if headroom exists for requested spend
1. System should ‘block authorisation’ if spend exceeds budget, and require the authoriser to seek further authorisation.
The purchase order system should have at least a weekly download of invoiced spend from Sun Accounts + previously authorised spend from purchase order system = committed spend
d. Once Purchase request is fully authorised, the initiator can convert the purchase request into a Purchase Order
This process then generates a purchase order number
The initiator then sends the purchase order to the supplier
Once a purchase order is generated, the purchase order details are electronically transmitted to Sun Accounts (to be held on an open PO file).
e. Goods or services supplied
The initiator has the prime responsibility for ensuring that good and services were received as expected
This should be indicated electronically on the purchase order system
f. Purchase invoice received
Can be processed within Sun Accounts by a matching Purchase Order
Invoice sent electronically to initiator to confirm that goods/services received satisfactorily
g. Purchase invoice authorised
Invoice forwarded to authoriser for authorisation
Record of authorisation notified electronically to Sun Accounts
h.Invoice status on Sun Accounts updated to “authorised”.
We have a product called Kypera Business that matches your requirements perfectly. We currently have a large number of customers that utilise the system with SunSystems and we would welcome the opportunity to demo the software to you. For more information please see our website www.kypera.com or contact me directly at firstname.lastname@example.org. I look forward to hearing from you.
Hi, my company are Sun accounts users and have been using Proactis for procurement and staff expenses for the last 6 years. We have approx 1,500 users on the Proactis system and find that the two complement each other well.
As an active member of both user communities, you will find that this combination is extremely common and has many users of all business sectors and sizes.
I would suggest putting Proactis on your shortlist.
For my organisation ( a UK insurance company), we gain maximum benefit by procuring both Proactis and Sun accounts from the same reseller who provides support for both systems. This is valuable when it comes to integration support and upgrades for either system.
We choose Touchstone as reseller for both and have had good experiences.
Good luck, Richard Smith