Purchase management
Manage the complete purchase cycle from request for quotation to invoice
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For any kind of purchase



In addition to the current system or used alone, OptiMaint makes the purchase of spare parts, consumables or outsourced services easier, faster and more efficient for the maintenance department or the whole company.

Purchase cycle

A complete cycle from which you pick only what you need



  • The replenishment advice: This automatic calculation of the purchase volume required given to all the key criteria (thresholds reached on stock levels, items forecasted on work orders, current purchase orders and future preventive consumption) avoids over-stocking and stock-outs. It can be manage directly in the software (conversion to PO or PR) or transmitted to be managed outside the software (printing, email or interface).
  • The Purchase Request (PR): In a few clicks, any user can ask for day-to-day replenishment with unlimited connections to the software. The requests are then integrated to the purchase cycle (conversion to PO with one or several agreement levels, printing, email or interface).
  • The Request for Quotation (RFQ): It enables to contact with one or several suppliers (already referenced or not) regarding one or several items (already referenced or not). The software guides you in the creation of the request and can send it automatically to the suppliers. Their answers will be reported in the software to make a selection and create easily a PR or a PO directly from the RFQ.
  • The purchase order (PO): The purchase orders are rapidly created and can be transmitted automatically to the suppliers by email or fax. They allow a precise cost follow-up including the distribution costs if required.
  • The Receiving Note (RN): Created automatically using the information of the PO, it enables partial or complete receipts but also quality and quantity controls and updates automatically the stock levels.
  • The Invoice: To make invoice recording as easy as possible, OptiMaint offer the possibility to generate automatically the invoice lines from the RN or the PO.


Optimized thanks to an exhaustive follow-up



  • A clear, precise and customizable dashboard for a real-time follow-up on your purchasing activity.
  • Alerts on late deliveries and automatic delivery reminders to suppliers.
  • Notifications by emails for a better communication.
  • Standard reports to evaluate your suppliers and improve your purchases
Download OptiMaint trial version now !