Purchasing Management

Easily organize and control all of your purchasing contracts to maintain an accurate transaction history with your suppliers. This module offers complete contract management, allowing you to:

• Create new purchase contracts: Record each new agreement with your suppliers including all necessary details for quick reference and clear tracking.
• Update existing contracts: Modify the terms or information of a contract as changes occur, to ensure that all data remains current and consistent with current agreements.
• Delete obsolete contracts: Remove contracts that are no longer valid, ensuring an organized and relevant database.

With this module, the management of purchasing contracts becomes fluid and centralized, providing a clear overview of each commitment made with your suppliers and allowing rigorous control of commercial relationships and contractual conditions.

Add a new purchase contract

To register a new purchase contract in the system, follow the steps below. This procedure will allow you to precisely document your financial commitments and ensure rigorous monitoring of vehicle purchase transactions.

In the purchase contracts module, locate and select the add button (“+” symbol). This action will open an input form, shown in the image above, where you can fill in the necessary information to create a complete and accurate purchase contract.

The form for creating a purchase contract is divided into two main sections:vehicleAndGeneral information.

“Vehicle” section

• vehicle: Select the vehicle concerned by the purchase contract from the drop-down list. This step is essential to correctly associate the contract with a specific vehicle.*

“General information” section

• Supplier: Select the supplier of this purchase contract from the drop-down menu. If the supplier is not yet listed in the system, click on the “+” button to add a new supplier directly from this interface.

• Date of purchase: Indicate the exact date of purchase of the vehicle. This information is crucial for financial tracking and transaction history management.

• Contract number: Enter a unique number for the purchase contract. This number serves as an identifier to facilitate the management and subsequent consultation of contracts.

• Guarantee: Indicate the warranty conditions, if applicable to this purchase. This field may contain information about the length of the warranty or the types of repairs covered.

• Amount excluding tax: Enter the amount excluding taxes (HT) for this purchase. This field allows you to document the base cost of the contract before taxes are applied.

• VAT: Enter the applicable VAT rate. The system will automatically calculate the total amount including taxes.

• Amount including tax: This field is calculated automatically and displays the total amount of the contract, all taxes included (TTC), based on the amount excluding tax and the VAT rate.

Modification of a purchase contract

To update an already registered purchase contract, first access the list of purchase contracts in the management system. Once in the list, select the contract you wish to modify, then click on the optionTo modifyto open the update form. You will then have access to the main information of the contract, such as thecontract number, theredate of purchase, TEAbeg, and theRising(excluding VAT, VAT and VAT). These fields can be adjusted based on new data or revisions agreed with the supplier. In addition to this basic information, it is possible to adjust additional details, such as theguaranteeor thepayment terms, thus ensuring a complete and up-to-date view of the contract.

After reviewing each field and making any necessary changes, clickSaveto save the changes. This modification process is essential to ensure that purchasing contract tracking remains accurate and consistent with ongoing commitments. By allowing frequent updates, this functionality optimizes contract management and ensures that the available information accurately reflects the current status of transactions.

Deleting a purchase contract

If you want to remove a purchase contract from your system, start by navigating to the list of purchase contracts. Once in this section, identify the contract you wish to withdraw by selecting it from the list displayed. Then click on the buttonDELETEto initiate the deletion process.

A confirmation window will appear to validate this action. It is essential to note that this deletion is permanent and irreversible; the purchase contract as well as all associated data will be permanently deleted from the system. Before proceeding, make sure you have verified that the deletion is necessary and that no critical information will be lost. This approach ensures that your database is up to date and accurate, eliminating obsolete or incorrect contracts. By maintaining a clean and up-to-date list of purchase contracts, you facilitate the efficient management of your transactions and ensure better organization of your financial commitments.