MCA Purchase – Supply Management

Supply Management allows structured control of the entire purchasing cycle, from price requests to automatic accounting integration, while ensuring supplier commitment control, traceability of external services, and financial compliance.

It is organized into 5 key steps:
1. Quotes and Purchase Orders
2. Receipt and Inspection
3. Work Sheets – Suppliers / Subcontracting
4. Accounting and VAT
5. Reporting & Statistics

1. Quotes and Purchase Orders
Steps: Open -> Awaiting Approval -> Awaiting Goods -> To Receive -> Received -> Linked to Invoice -> Archived
Formalization and validation of commitments before invoicing.
• Creation and management of supplier quotes (price requests)
• Comparison of supplier offers
• Generation of purchase orders
• Internal validation of commitments
• Conversion of quotes into purchase orders
• Tracking of pending, partial, or closed orders
• Complete commitment history

2. Receipt and Inspection
Monitoring of received goods and services to ensure compliance with orders.
Steps: Open -> Awaiting Goods -> Partial / Full Receipt -> Validated -> Linked to Invoice
• Partial or multiple receipt of products and services
• Validation of delivered services and quantities
• Control of discrepancies and anomalies
• Barcode management for traceability
• Automatic stock update upon receipt
• Preparation for accounting integration

3. Work Sheets – Suppliers and Subcontracting
Structured management of services performed by subcontractors or suppliers. Each work sheet follows a clear workflow, ensuring traceability, compliance, and accurate cost allocation to the relevant project or order.
Steps: Open -> Awaiting Approval -> Awaiting Goods / Services -> To Deliver -> Execute -> In Progress -> Delivered -> Executed -> Linked to Invoice -> Archived
• Assignment of suppliers or subcontractors to projects
• Monitoring of external interventions
• Complete traceability of services
• Cost allocation to the relevant project
• Linking work sheets to supplier invoices

4. Accounting and VAT
Automatic and compliant integration of purchasing operations.
• Configuration of accounting accounts (Costs, Stock, Suppliers, VAT)
• VAT management per product or service
• Supplier sub-ledger accounting
• Automatic generation of accounting entries
• Multi-currency purchase management (if enabled)
• Payment schedule: monitoring due dates to plan cash flow and avoid delays
• Payment analysis per period: reporting of completed and upcoming payments for precise cash management
• Depreciation management: tracking and automatic accounting of purchase-related depreciation
• Standing orders: management of recurring payments for simplified monitoring of regular commitments

5. Reporting & Statistics
Automatic data updates for strategic purchase management.
• Analysis of purchase volumes per period
• Statistics by supplier or category
• Monitoring costs and impact on margins