Purchases overview

<< Prev   Next >>

In 1C:Drive, the Purchases module helps you arrange, monitor, manage, and analyze your procurement process.

You can do the following:

• Forecast and plan purchases
• Collect and process quotations
• Register payment terms
• Register, store, and analyze supplier prices
• Register and store details of purchase transactions
• Monitor statuses of purchase transactions
• Maintain product cross-references
• Manage goods returns
• Register landed costs
• Import goods
• Track accounts payable

1C:Drive offers a variety of purchase documents that you can use depending on your needs:

Document	Description
RFQ	A request for quotation. It is a request to potential suppliers for prices, terms, and conditions of purchasing goods and services.
RFQ response	A quotation that a potential supplier issues in response to RFQ.
Purchase order	An order that lists supplier products or services you wish to buy, their quantity, quality, price, payment, and delivery terms.
Goods receipt	An acknowledgment that you have received products from a supplier.
Debit note	A request to a supplier to return funds for the purchased products due to specified circumstances (for example, delivery of damaged or faulty products).
Supplier invoice	A bill issued by a supplier for the delivered products or rendered services.
Landed costs	A document that registers all costs that increase the total price of a product. The costs add up to the purchase price. They can include freight, insurance, currency conversion, and handling and payment fees.
Tax invoice	A document that registers VAT taxable purchases in compliance with the VAT law.
Customs declaration	A statement that lists imported products, specifies their details, and allocates customs duties, taxes, and tariffs.

The listed documents cover the entire procurement workflow from making a request for quotations to receiving supplier invoices and tax invoices. Supplier invoice is the most common document in the procurement workflow.

The procurement workflow stages can vary. You are free to use only the documents that cover the stages of your workflow.

Planning purchases

1C:Drive provides you with powerful and flexible tools to monitor your demand for goods and services, analyze available sources of supply, and place purchase orders.

• The Reorder point settings determine the minimum and maximum levels of product stock.
• The Demand planning tool calculates product demand based on Reorder point limits, product stock levels, and undispatched sales orders.
• The Demand forecasting tool calculates product demand based on the average product consumption within the specified period.

Demand planning and Demand forecasting tools help you quickly generate purchase orders based on the calculation results.

Managing purchase documents

1C:Drive saves your manual efforts and ensures accurate purchase processing. You can create purchase documents based on other purchase documents. 1C:Drive allows many-to-many document relations.

All documents you create go to document journals. For posted documents, transaction records are available.

Using document journals

1C:Drive provides you with a user-friendly interface for managing purchase documents. Document journals store all the documents that you create, so that you can quickly spot and view the documents. In a journal, you can also:

• Monitor document statuses
• View document details
• Generate related documents
• Post documents

Tracking transaction records

In 1C:Drive, you have various options for tracking product purchases. The options include:

Option	Description
Accounting settings	Set accounting by any of the following: Variants Batches Serial numbers For more information, see Products catalog.
Billing settings	Set billing by any of the following: Contracts Orders To learn more, see Counterparties catalog. When you post a document, it generates transaction records. The accounts payable records generated by purchase documents depend on the billing settings. For example, if you set billing by invoices, the accounts payable records contain information about supplier invoices.

To learn how to view transaction records, see document register records.

To learn how to create and manage purchase documents, see:

• RFQ
• RFQ response
• Purchase order
• Goods receipt
• Debit note
• Supplier invoice
• Landed costs
• Tax invoice
• Customs declaration

Registering payment terms

Purchases are based on contracts that you conclude with suppliers. Payment terms are an intrinsic part of contracts. 1C:Drive helps you register contracts and their payment terms including:

• Currency
• Payment method (for example, electronic or cash-in-hand)
• Payment type (for example, single payment or payment by installments)
• Supplier pricing terms (for example, wholesale price terms)
• Discounts (for example, early payment discounts)

When you create a purchase document based on a contract, 1C:Drive automatically prefills the payment terms. This ensures your purchase goes in compliance with the contract. You are free to change the payment terms manually for a certain purchase.

Maintaining product cross-references

When you make a purchase order, you specify products to buy. Product names that you use may differ from the names that your suppliers use. You need to ensure your purchase order contains the product names that suppliers can easily recognize. In 1C:Drive, you can set product cross-references to tackle this issue.

Product cross-references map your product names to the product names of your suppliers. After you set product cross-references, you can print purchase orders in terms of your suppliers. Then suppliers can accurately process your orders.

Storing and analyzing supplier prices

1C:Drive offers a variety of tools for you to store and analyze supplier prices, and add them to your purchase documents. The table below describes how you can do this. The information is by tasks and tools supporting them.

Task	Tool	Usage
Store supplier prices	Supplier price types	Use the tool to classify supplier prices by conditions when they apply (such as quantity sold). For example, add supplier price types like: Wholesale price Retail price For details, see Supplier price types.
	Counterparty prices	Set supplier price types and then use this tool to register supplier prices based on these types. For example, add a wholesale supplier price of 1500$ and retail supplier price of 2000$ for a laptop. Add supplier prices using one of the following methods: Add supplier prices to each product manually. Post a purchase document, and 1C:Drive will register the prices automatically. A supplier price automatically applies to purchase documents when you specify a supplier.
Set default prices for purchases	Contract card	Set supplier price types and then use this form to assign a supplier price type to a supplier. It applies to purchase documents where you specify the supplier. This automatically fills in prices. To quickly redefine the prices, specify another supplier price type.
Arrange target price groups	Price groups	Use the tool to classify prices by purpose. Add price groups and assign them to products. Then quickly generate a supplier price list for an assortment of products. For example, create a price group “Laptops”, assign it to several laptop models, and generate a supplier price list for “Laptops”.
Analyze supplier prices for best options	Supplier price lists	Use the tool to generate supplier price lists by: Supplier price types Price groups Products In a supplier price list: Compare supplier prices. Track cost trends using product price history. A price list can show product variants. For example, t-shirts of certain size or color. To view variants, turn on product accounting by variants.

You can easily update prices when you process a purchase document by switching between:

• Units of measure
• Currencies
• Price types

As you switch, 1C:Drive recalculates prices.

Importing goods

1C:Drive helps you track cross-border transactions. When you import goods, you need to declare them to the customs authorities for clearance. In 1C:Drive, you can declare goods prior to their receipt.

To declare goods, create a customs declaration when you receive a supplier invoice. You have the following options:

• Fill in the data manually
• Copy the data from supplier invoices

A customs declaration accumulates accrued customs fees and import VAT. When you post a customs declaration, you record these expenses for accounting purposes. Then you can use the records to claim VAT refund.

1C:Drive provides VAT return and Trial balance reports for you to track your VAT details.

Tracking accounts payable

1C:Drive provides a variety of reporting tools for analyzing your purchasing flow. For example, you can easily track your accounts payable.

<< Prev   Next >>