Software for Home Builders and Condo Builders

Frequently Asked Questions about H.O.M.E.S. Purchase Order System

Q:

We already have an accounting system with purchase order capability. Why would we want to use the H.O.M.E.S. Purchase Order System?

A:

Since the H.O.M.E.S. system already knows what trades are required for all model components,  upgrades and extras, this information may be used by the H.O.M.E.S. Purchase Order System to automatically generate purchase orders and/or work orders for subcontractors from the approved information already entered at the sales office, just because H.O.M.E.S. was used to create purchaser's documents. This saves the head office staff from having to manually enter purchase orders. This is the easiest possible way to ensure all trades are properly informed of every pertinent detail for every lot/unit in a project, and it's possible almost effortlessly because H.O.M.E.S. already has all the necessary information once the purchasers' documents are completed.

Whether or not you wish to duplicate each purchase order in your accounting system is up to you, but it is not necessary since the H.O.M.E.S. Purchase Order System can also track payments to subcontractors and ensure no double payments are made. You can use it along with your accounting system when processing payables. Also, with the H.O.M.E.S. Purchase Order System you can ensure no payments are made prematurely since you can track the completion status of work for each lot/unit.

In addition, the H.O.M.E.S. Purchase Order System can be used to print clear and thorough work completion certificates, of which you can require subcontractors to submit signed copies to accompany their invoices before payments will be made. (Completion certificates may be printed on site with the optional site office system.)

Q:

Will the H.O.M.E.S. Purchase Order System integrate with my accounting system?

A:

The H.O.M.E.S. Purchase Order System is not designed for any one accounting system, but rather is intended to be used in tandem with any existing accounting package. There are however special fields included where applicable to facilitate the export of data for integration with accounting systems capable of importing and updating the data. Typically accounting systems that permit some programming/customization should be compatible for integration.

Q:

What if we don't yet know the trade cost(s) for an extra, can we still generate a purchase order and enter the costs later?

A:

Yes, if it has been permitted on the project setup screen you can automatically or manually generate purchase orders and work orders for dwellings, upgrades and extras etc with cost(s) that are yet to be determined. If you choose to include costs on the printed purchase order, 'As Per Contract' will be printed where the cost would normally be, and all applicable reports will flag costs as yet unknown. You can even generate reports that include only purchase orders that have unknown costs, in order to determine which purchase orders still need attention.

Costs may be entered at a later date, and when a trade cost for an option already ordered is entered, H.O.M.E.S. can automatically apply the cost to all applicable purchase orders so you don't have to enter the costs individually. 

Q:

We would like to send out printed work orders (without costs displayed) to trades, and also keep a printed purchase order (with costs displayed) for internal use. Can we do that with the H.O.M.E.S. Purchase Order System?

A:

Yes, when printing purchase orders, you can print from up to 3 separate templates (with entirely different formats,) with one command. This means you could print your work order, your purchase order, and even pre-print a completion certificate all at the same time.

Q:

Our accounts payable department does not need access to all of the features available in H.O.M.E.S. Can we limit access to just the payment processing features of the purchase order system?

A:

Actually, although it is completely integrated the H.O.M.E.S. Purchase Order System is a separate program with its own icon. This means only purchase order related features are contained in the system, which makes it ideal as a self-contained set of features you can grant to only the appropriate personnel. To whom you grant access to the rest of the H.O.M.E.S. system is up to you. In addition, the entire H.O.M.E.S. system has comprehensive security features built in to customize who has access to all individual program features or entire modules.

Q:

What about security? Can we ensure the accounts payable department cannot enter purchase orders, and administration can't process payments?

A:

Yes, you can assign different login passwords to ensure your personnel can access only the features for which they are authorized.

Q:

What if we have to cancel a purchase order?

A:

With proper authorization, purchase orders may be cancelled and a purchase order cancellation notice can be issued with full detail of the contents of the original purchase order. Cancelled purchase orders are retained on file for audit purposes, and you have the option to automatically reissue if desired.

Q:

We want to put the project logo on purchase orders to ensure there is no confusion between adjacent projects. Can we customize our purchase orders by project?

A:

Yes, as with all other documents used with the H.O.M.E.S. system, purchase orders are generated using Microsoft Word document templates for maximum flexibility in customization. Templates are assigned by project, so your purchase orders can be as dissimilar as you wish from one project to the next.

Q:

If purchase orders are generated automatically, isn't there a danger of missing purchase orders for miscellaneous upgrades or extras that haven't yet had trades assigned?

A:

No, purchase orders are only generated for upgrades and extras that have already had trades assigned, and there is a special report called the 'Absent Trade Assignments' report that is used to ensure trades are assigned to all miscellaneous upgrades/extras for each lot/unit.

Q:

Can the H.O.M.E.S. Purchase Order System be used as a stand-alone purchasing system, without the main H.O.M.E.S. system?

A:

No, the H.O.M.E.S. Purchase Order System is fully integrated option to the H.O.M.E.S. system, and is dependant upon H.O.M.E.S. to determine what needs ordering, who it should be ordered from and what the cost(s) are.

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