6.3. Data collection from purchasing

Goods purchases have already been handled for the wholesalers in the ventasM19.ods file and for the retailers in the ventasX19.ods file. The craftsmen were assumed that the material needed for the specific contract is purchased. They have information about the purchase prices and ideas about the prices that they want to demand from their customers, but they do not maintain any material stocks. At the restaurants it is assumed that the food is bought mainly fresh. For them, however, so far the procurement market research, inquiry, offer, order and delivery has not been discussed.

Fig. 81: Extract from Fig. 23

(Source: own illustration)

The data is collected in a structured manner so that it can be sorted using the steps "Datos - Ordenar". Taxi drivers and short-term rental companies, on the other hand, do not need any material or goods stock.

Procurement market research:
The required materials or goods are specified article numbers and designations. In addition, the possible suppliers are listed where the goods could be purchased. The following columns are suggested:

Procurement market research
Item No.        Cred no.     Item No. Cred       Price         Source        Date

Inquiry:
Here the possible supplier is addressed. It should also be recorded how the contact was made. If the request is answered with an offer, it is with the offer no. to refer. The following columns are suggested:

Inquiries      type = writing (s),   verbal (m),         phone (t)               Offer
Item no.        Art.-No.       Cred no.      Item No. Credits       Date       No.

Offer:
The offers enable a concrete price comparison and thus the selection of suppliers. A purely mechanical selection for the cheapest prices is not recommended. It must also be considered the quality. There will also be fewer suppliers to choose from for the entire range, rather than a large number of suppliers for each individual product. The following columns are suggested:

Offers    type = written (s), verbal (m), by phone (t)                        Request
Item no.   item.-No.    Cred no.    Item No. Credits   Date   Type        No.

Assignment:
The orders placed must be recorded in order to be able to check compliance with the delivery date, the accuracy of the delivery or the service provided and the invoice. The following columns are suggested:

Type of order   written (s),    oral (m),    telephone (t)                              Confirmation     delivery
curr. No.    item.-no.  Cred no.    Item No. Credits   Quantity Price  Amount Date Art.-No.  Date


Delivery:
Upon delivery, the correctness of the delivered goods and the quantity must be checked and a check for possible damage must be made. The result of this control should be recorded. The following columns are suggested:

Delivery               deviation from                                                     deviation from
curr. No.     Art.-no.     Order     cred. No.     Item No. Cred.     volume     order     damage

For the serial numbers, it is proposed to include the year and one digit to distinguish the various operations. For example, the serial number for 2019 requests could be preceded by 191, for offers 192, for orders 193 and for deliveries 194. With a six-digit number, 999 events per year or an average of 19.16 operations per week could be managed after the decimal point, which should be sufficient for Cuentapropistas. The editors no. in the tables is entered only once and then copied down. For later sorting transactions, however, the vendors in each line are important. The serial numbers may not be defined by formula, so that resorting to the serial number is always possible.
 
Because support for purchasing is not a concrete handling instruction, no formulas are developed here and no sample data is entered for testing purposes.