Welcome to our first quarterly review of new feature releases and bug fixes for Purchase Plus, and what a quarter it has been!
Features Released 🚀
1. When logged into a department, all documents created will default to the user's current department.
When creating any document, the department will automatically default to that which the user is currently active in, as seen in the screenshot below.
2. Enhanced audit log details.
Previously, document audit logs only displayed the department or organisation ID. The audit log now shows additional information including the department and organisation name, as outlined below.
3. New Snapshot - Buy List Quotes Pivoted by Supplier.
This new snapshot lists every product on the chosen Buy List, and includes every Supplier and the Supplier's ID that could potentially quote on that product. This includes one column containing the unit price, and a second column containing the tax percentage. Check out this article for more information.
4. Purchaser column for Suppliers is now sortable.
For Suppliers, the Purchaser column is now sortable with a variety of filters, as per the below screenshot.
5. Creating or editing a Customer Rebate Profile automatically marks the Supplier as a 'Preferred Supplier'.
For Suppliers, when creating, editing, or importing a Customer Rebate profile, this action will now mark the Supplier as being a 'Preferred Supplier', as seen below.
If a rebate profile is deleted or edited in such a way that the end date of the rebate application no longer makes the rebate active, the 'Preferred Supplier' checkbox will automatically be disabled.
6. Edit Informal Suppliers details via 'Vendor Import'.
When performing a 'Vendor Import' in your Accounts Payable hub, the Buyer can choose to include additional information for the Informal Suppliers' postal address.
Of particular interest, State and Postal code columns have been added, as below.
Also, a new section has been added to the screen for viewing/editing an Informal Supplier.
(Note - Only Informal Suppliers can be edited by the Buyer, whereas a Formal Marketboomer managed Supplier can only be edited by the Supplier).
7. Change rules about what is editable on a Buy List for users at a 'child' organisation hierarchy.
In a previous release, Buy Lists owned by the 'parent' organisations were no longer editable by any 'child' organisations. This has now been partially reversed.
The following rules apply if the Buy List is not owned by the currently selected organisation:
1. When editing the Buy List attributes, only the Charging Department and Charging Account fields are editable.
2. Products can no longer be added or removed from the Buy List. The green '+' icon button to add products and red 'bin' icon to remove products are no longer visible.
3. Informal products can no longer be added to the Buy List. The green '+' icon to add informal products is no longer visible.
8. Include the Buyer as a carbon copy (cc) on outbound Purchase Orders emailed.
A new setting has been added to organisations business settings called 'PO Copy Email(s)'. If the Buyer inputs an email address in this section, this email address will be included as a carbon copy (cc) with any Purchase Order sent. If there is no value in this field, both the Supplier and the requisition raiser of the Purchase Order will be sent a copy of the document.
9. Recipe Transfers
This new function allows a recipe to exist as a regular product which can also be transferred into a stock location. Once transferred, Purchase Plus will automatically decrement the recipe's ingredients, similar to Internal/Direct stock transfers/Internal Requisitions. Please check out this article for full details.
A recipe item is essentially an informal product, that can have a Department and Account allocated. The transfers will allow negative amounts to be entered and transferred.
(Note - the full list of ingredients must be available in the source location or the transfer will fail).
Create the transfer just like any other internal transfer.
Complete the transfer, as seen in below screen shot.
Once the transfer has been marked as 'Complete', Purchase Plus triggers the creation of an additional transfer that takes the ingredients of the recipe out of the location, and transfers them into the new stock location.
10. Limiting available Inventory locations by user
Buyers can assign users to a location that only those users can access for any purpose. Please check out this article for instructions
Note - if no users are added to a stock location, then all users for that organisation with inventory access can access this feature. If only one user who is managing the stock location is added, this then restricts access to this stock location for the whole organisation. If preferred, this area can be left completely blank, as below screenshot, to ensure full inventory user access.
11. Filtering Internal Requisitions based on items held in stock destination location.
A new filter option called 'Only items in destination?' has been added to the Internal Requisitions screen. By default, the filter is disabled and can be enabled by selecting the checkbox as seen in the screenshot below. The purpose of this function is to guide the user as to what items should be transferred from one location to another.
If the function is activated, the list of items will be filtered to only show the items that exist in the destination stock location, as in the above example, rather than the full inventory list.
12. Allowing organisations to apply a mandatory tax rate to informal products on invoices.
The 'Mandatory Tax on Informal Products?' setting is activated by ticking the checkbox as seen in the screenshot below. By default, this feature is disabled.
This feature acts as a fail safe for users who may forget to assign a tax amount when creating informal products, as shown in the below screenshot.
You will only physically see the tax amount being applied on an invoice, this amount will not show when raising a requisistion. A great benefit of this new feature is invoices will automatically balance and move into Reconciled state without intervention.
13. FJD Fijian Dollar as a currency option.
Fijian Dollar is now selectable as a currency in the Accounts Payable system
14. Stock and expense locations can now have a default department and account code assigned.
When creating an internal transfer, Purchase Plus will automatically retrieve the default Departments and Account codes and assign them to the transfers. These codes can still be edited on transfers until the transactions are marked as complete.
15. New 'Temperature' and 'Comments' field for Goods Received Notes.
Two new fields have been added to the Goods Received Notes for users to enter the temperature of received goods as per HACCP requirements, and any additional comments.
16. Merging products when goods received have different brands to that which have been ordered.
The purpose of this functionality is so Users can now choose to merge existing products into one product to make receiving sub-d products quicker, and configure the item so that all future transactions use the generic product rather than the branded item if so desired.
Check out this article for more information.
17. Bulk approval of invoices by Financial Approver
Financial Approvers are now permitted to approve invoices in bulk.
To do this, tick every Invoice that is to be included in the batch, or if all invoices are to be processed, click the bulk checkbox in the column header to highlight all invoices followed by the yellow [Financially Approve] button to process the bulk batch.
Single invoices are still able to be approved by clicking on the blue 'Approve' button, as shown below.
18. Raising an Internal Requisition via an Internal Requisition Buy List
A new feature now allows Internal Requisitions to be raised via an Internal Requisition Buy List as the requisition source. This gives greater control over internal transfers, and reduces many pages of inventory to search through down to a customised list.
Create the Internal Requisition Buy List in the same fashion as creating a normal Buy List, except click on [Internal Requisition Buy Lists], instead of [Buy Lists], as shown below.
Raise the Internal Requisition the same way as you would normally raise an Internal Requisition, with the only difference being the addition of 'Buy List' source to the 'New Internal Requisition' pop up screen.
Bugs Squashed 🐛
1. Prevent a Supplier that has been disabled from being included in a Punchout Purchase Requisition.
An issue has been resolved where Suppliers who were previously disabled were displayed as active when raising a Punchout Purchase Requisition. The dropdown list will now only show those where both the Purchaser and Supplier have enabled each other.
2. When matching Purchase Orders with Invoices on a 'Parent' level, only documents relevant to the chosen 'child' Purchaser account will display.
For large groups, previously at a 'Parent' level, potential Purchase Orders for the group were being displayed when matching Purchase Orders to Invoices. This has now been fixed so that only documents relevant to the chosen 'child' account will be displayed, and matchable.
3. Product details not showing on Opportunity Cost Order Details Snapshot.
An issue with product details not showing on the New Opportunity Cost Order Details snapshot has now been rectified. This snapshot will show the full product description.
Please check out our Product Snapshots help article for more details.
4. Internal error when creating a Purchase Requisition.
Previously, when creating a Purchase Requisition from an Invoice, an internal error message would appear. This issue has now been resolved.
5. Inventory period not automatically updating to current month.
Halfway through every month, the Inventory Period will now automatically update to the current month without the user having to manually change the period in Inventory Settings.