Need purchasing & ordering software RECOMMENDATIONS or Excel System - Small company


Source and recommend a simple and relatively low cost purchasing and ordering system / software for a small business according to the specification below. Alternatively outline a plan or proposal for a excel system that also meets all of the requirements below.


We currently have a relatively outdated purchasing / ordering system that is based around simple excel. The system is very time consuming, laboursome and has limited search functionality. We want to scan all paper copies of our invoices but store them digitally, and have the ability to search for these in the future, easily.

Please read the below information for a more detailed list of our setup and the requirements for a new piece of software.

We have:

• (Paper) Order Book with sequential numbers

• We place orders and receive inwards goods on one or multiple (paper) Packing Lists or shipping dockets

• This is followed up by a single (paper) Supplier Tax Invoice

We produce:

1. 1 x Excel spread sheet ‘Order Books’ and enter only the supplier, some brief key search words

‘Order Books’ achieves a simple searchable index for the books.

Order Number=Supplier=Key Product (word)

2. 1 x Excel spread sheet ‘Monthly Material Postings’. This assigns portions of the supplier invoice gross amount to individual ‘Projects’ or ‘Expense categories’

Eg. An invoice from XYZ Timber company may have a gross value of $100.00

In this spreadsheet we might attribute:

$20.00 to our project A

$20.00 to project B

$50.00 to project C

$10.00 to workshop maintenance

From ‘Monthly Material Postings’ we can extract monthly costs for current and past projects, expense categories etc

3. 1 x Excel spread sheet ‘Projects’. This assigns selected individual products from order books or actual suppliers invoices to our different projects.

Eg. Supplier Invoice from ‘Smith Ball Co’ for

6 x Blue Ball 150mm pn. 235 @$10.00ea $60.00

4 x Red Ball 100mm pn. 678 @$10.00ea $40.00

Into 3 x Blue Ball 150mm pn.235 to Project A

4 x Red Ball 100mm pn.678 to Project B

From ‘Projects’ we can reference important components for future reference.

After the purchasing department extracts the relevant data for the above spreadsheets from the Packing Lists and Supplier Invoices they are sent to the Admin department for processing and payment. At this point they are not readily accessible for future reference. Note also at this stage we have not recorded individual cost prices for products for easy future reference anywhere.

We wish to achieve:

All of the above spreadsheet information and additionally (and importantly) have the

• Scanned copy of paper order with Order Number

• Scanned copy of Packing List(s)

• Scanned copy of Supplier Invoice

• Reduce amount of input required and paperwork pile

• Increase search efficiency and usability

• Easy intuitive process

Attached together with searchable key Items

Note: With a basic operational, searchable system more than likely ‘Order Books’ will become obsolete.

Skills: Accounting, Excel, Software Architecture, Software Testing, Web Hosting

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About the Employer:
( 1 review ) Perth, Australia

Project ID: #11745553

13 freelancers are bidding on average $278 for this job

$55 AUD in 3 days
(14 Reviews)

Hi, I have read and understood the project description and possess the skills required to meet your needs. Please give me a chance and reply. Thanks.

$88 AUD in 3 days
(12 Reviews)

Hi, I am a quickbooks pro advisor and a certified accounting technician with 5 years of experience of bookkeeping and accounting. I can give you complete accounting support as per your requirement. Lets have a More

$77 AUD in 3 days
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Hi there. Just read your job description and being one of the highest rated Excel & VBA expert in this platform, I can work on your purchase order system. I am mostly online. Lets discuss more on chat.

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Dear Sir/Madam, I Am a US licensed CPA with 20+ years of US Business Experience. I am well Versed, Experienced and Qualified to Recommend and set up a Software that would provide you with your inventory and account More

$250 AUD in 3 days
(37 Reviews)

Hello I am an excel expert and a web developer but a certified accountant by qualification. I understand the job requirement. I suggest a web based system preferably with all the requirements. Please check this l More

$250 AUD in 15 days
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Hi, I can use your current excel sheet and your requirements as mentioned to develop a software for you within 7 days, please inbox me for more details. Thank you, Kindly refer to my portfolio and previous projects fo More

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Respected Sir, I am interested in your project. I have excellent Microsoft Excel skills along with expertise in VBA programming, which will be a valuable for your business needs. More

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