WinLine Purchasing

Punctual order fulfillment and efficient item management

The Purchasing module is all about timing. After all, precise planning is essential for on-time order fulfillment. This is where the module for supplier ordering—Purchasing—comes into play.

In WinLine, the purchasing module is initiated from the order confirmation or production. You can choose whether you want to place an order with your suppliers for a single order (e.g., if the customer order has a very high priority or to keep stock levels low) or whether you want to trigger your supplier orders based on existing stock levels (e.g., to guarantee constant delivery readiness).

With this option, you specify a minimum stock level. The program then determines the optimal ordering time for the automatic supplier order. However, before you finally place the order, you have the option of manually revising the order proposals. When the goods are subsequently received, automatic postings are made to the warehouse, financial accounting, and cost accounting in WinLine.

The WinLine module for purchasing and supplier ordering thus provides you with an optimal overview of your ordered, already received, and pending goods orders. You can immediately see which deliveries are still pending at the agreed delivery time and can notify your suppliers directly from the program about the missing goods.

With the WinLine Purchasing module, you can, among other things:

• Create and edit order proposals
• Edit supplier orders
• Edit supplier deliveries
• Issue supplier backorder lists
• Create article requirement lists
• Make reservations

Multi-warehouse management

Multi-warehouse management in WinLine FAKT offers you efficient article management in main and secondary warehouses.

This allows you to see at a glance which warehouse the desired article is located in. Convenient evaluation tools ensure that you have immediate access to warehouse lists and stock levels. You can also track which items a customer has purchased from you and from which warehouse these items originate.

Similar to the management of multiple warehouses, this tool also allows you to process items in so-called “variants,” such as colors and sizes, batches, and serial/identification numbers.

Goods picking

The goods picking module supports you in managing and tracking goods for which you offer different types of packaging (e.g., box, carton, pallet).

This allows you to track at any time which item packaging was used to deliver goods to a specific customer. You define individual forms for each type of packaging so that you can automatically issue specific shipping labels and accompanying documents for the shipment of goods.

Once customer orders have been picked, they are also taken into account in the evaluations of the WinLine merchandise management system (e.g., in article lists, in the article journal, or in the inventory list for a specific date).

Project management

Anyone who wants to work on a project across locations and companies needs the advantages of a project management system – such as the one we offer with WinLine PROJECT. From recording and management to tracking and budgeting, you can keep an eye on your projects right from the start.

Assign different statuses to your projects and track their progress. To stay up to date at all times, you can set up workflows. This means you automatically receive a notification as soon as a certain project status is reached. Projects are budgeted on the basis of items and resources, so that the scope of a project can be determined in terms of costs and time. If desired, you can transfer project costs directly to WinLine's cost accounting system, where you can immediately assign them to the project-specific cost objects.

Authorization schemes control which employees can view a project and make corresponding data entries. You can assign each project its own authorization scheme.

The most important functions at a glance

• Complete project management
• Project controlling
• Progress monitoring
• Division into pre- and post-sales phases
• Budgeting based on items and resources
• Assignment of follow-up actions
• Automatic workflows
• Automatic notifications
• Automatic integration into cost accounting
• Employee authorizations

Quality

The WinLine quality management system (QMS) supports you in organizing and carrying out test requirements and tests, as well as in releasing and blocking articles. This enables you to ensure optimum product quality. The QMS also allows you to carry out complete article tracking in accordance with EU Regulation 178/2002.

Quality management is integrated throughout the entire WinLine program. This ensures that only items, batches, or semi-finished goods that have been released are taken into account in production planning or order processing. However, not all of your items may require release before sale or further processing. Define the release statuses required in your company individually and specify which articles, batches, or semi-finished goods are subject to release checks.

Using evaluations in WinLine FAKT, you can track an item or batch seamlessly at any time. This allows you to see exactly which customer has received a particular item, which product a particular batch has been used in, or which batches a product consists of.

Foreign currency invoicing

Foreign currency invoicing is important for companies that enter documents in foreign currencies in order processing. In WinLine, you can create an unlimited number of currencies with up to six different exchange rates. This gives you maximum flexibility when entering invoices.

Define your own foreign currency documents and specify whether you want to pre-assign one of the six possible exchange rates or whether the exchange rate should be selected directly when the document is created. From this point on, many other steps are carried out automatically, such as displaying the foreign currency price, selecting foreign-language documents, or posting to the revenue account designated for foreign sales.

The values for warehousing, statistics, financial accounting, cost accounting, and substitute billing are also automatically converted into the local currency.

Modules in detail

BILL OF MATERIALS – Trade bill of materials

The trade bill of materials combines several articles into a new trade article. The finished products are later listed in the statistics, where you can assign batch and serial/identification numbers for both the end product and the components it contains.

BACKLOG – Offer tracking

This module offers you comprehensive offer tracking. Here you can see which of your offers have not yet been ordered, which orders you still have to deliver, and which delivered orders have not yet been invoiced.

AUTOBELEG – Recurring documents

Automatic documents make it easier for you to create and issue regularly recurring documents such as service contracts and invoices, rental agreements, or fees. Simply duplicate your outgoing document and specify the intervals at which the invoices are to be reissued (weekly, monthly, annually, etc.). From now on, you can write hundreds of documents at the touch of a button.

ANAB – Down payment and installment invoices

With the ANAB module, you can calculate partial invoices or general installment amounts. The respective postings are automatically transferred to WinLine Financial Accounting.

SALES – Telephone sales

SALES is designed to support your telephone sales. Resubmission lists and overviews of the latest customer deliveries provide your employees with an optimal overview. New orders can be created easily from the last deliveries.

BUDGET – Budgeting

Carry out budgeting for articles, customers, suppliers, and representatives, and then compare the specified target values with the actual values incurred.

CONTRACT – Contract management

A contract covers the purchase of a specific quantity of articles within a specified period. To keep track of this, WinLine provides you with a contract management system where you can record your agreements with customers and suppliers. This means you always know which contracts are about to expire, which contracts are in arrears and which are still open.

INTRASTAT – Statistical survey of EU goods traffic

With the INTRASTAT module, you can automate reports on your company's intra-Community imports/exports of goods to the relevant authorities in Germany or Austria.

DATANORM – Datanorm interface for article import

DATANORM is a defined standard procedure for the exchange of article master data between manufacturers, specialist dealers, and tradespeople. This interface allows you to import article and price data into WinLine FAKT.

FORMEL – Formula design

The FORMEL module allows you to perform very specific calculations in document entry. To do this, provide additional input fields, query specific properties of articles/customers, or create complex calculations, and the system automatically determines prices, discounts, or total values.

eBILLING AT – Electronic invoices (Austria)

Receive, send, process, and archive your invoices digitally in WinLine with immediate effect. Importing invoice data from your suppliers into WinLine financial accounting is also easy with our eBilling interface. A standardized XML interface (ebInterface) ensures smooth data transfer in accordance with legal requirements.

ATLAS DE– Electronic customs declaration (Germany)

With the standardized WinLine interface to the AES for you! customs transmission system from BEX Components AG, you can exchange data with the customs authorities electronically. All data subject to reporting requirements, e.g., KN8 commodity code, commodity description, document number, and invoice price, is transmitted to the customs authorities. For more information on ATLAS Export, visit the German customs website or Wikipedia.

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