Supply and warehouse 1s instruction. Procurement (supply) and supplier relationship management. Selection of a supplier: holding a tender, bidding, quotations
Boris Damchuk
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Automated warehouses
Paradoxically, most human efforts have always been aimed at making life easier for themselves. The easiest way to achieve this is to avoid any kind of monotonous labor, be it chopping wood, grinding grain, or adding up large numbers. And for a long time automata have been faithful assistants to the inventor.
Windmills and watermills are among the earliest automatic systems. Can't believe it? And in vain; after all, this is evidenced by the very process of the mill operation, carried out at the expense of such unshakable, it would seem, forces of nature, like water and wind, with virtually no human participation.
Today, automation has affected the vast majority of businesses to one degree or another. With the increasing role of computers as convenient and multifunctional systems, special programs began to appear that make it easy to work with large amounts of data, remotely perform any operations, keep accounting records, etc. Perhaps the most famous software of this type is the 1C series.
1C: Enterprise
The full name of the program is "1C: Enterprise". It features significant functionality with extreme ease of use and can be installed on any personal computer in the office or at home. Its main purpose is to automate the activities of enterprises and individuals.
1C includes a platform (base) and an application solution. The platform is the direct core of the program that is installed on the computer; the applied solution consists of a kaleidoscope of files and functions that are adapted to the necessary working conditions to compile a single information base.
Program selection
In order not to overpay for a set of functions that you absolutely do not need in your work, you need to choose exactly the version of the software that will be most useful. To do this is quite simple.
First of all, you need to select the industry in which the program will be used from the list below:
- the property;
- Department of Housing and Utilities;
- construction;
- finance;
- trade;
- state and budgetary institutions;
- education;
- transport;
- catering;
- hotels and hotels;
- Insurance companies.
- document management, work with archives;
- customer relations, databases;
- enterprise resource management;
- personnel management, personnel department, wages;
- financial accounting;
- logistics and transport accounting;
- work with engineering data;
- information Technology;
- project and research management;
- construction and repair management;
- accounting and tax accounting;
- and much more.
The module "BIT.construction - supply and warehouse" is one of the most useful solutions for the industry direction 1C: Construction, produced by the company that distributes the program "First BIT". This software is designed for the prompt execution of tasks related to the logistics of the enterprise, taking into account all its specific features and financial capabilities. The latest generation technologies are used in the work; convenient database with extended memory, determination of the most profitable algorithms for organization and planning of expenses, management of resources and provision of the enterprise, etc.
The functions of the module "BIT.construction - supply and warehouse" are mainly aimed at ensuring the stability of work and timely MTO (material and technical service) of production. Accounting systems are extremely easy to use and need only the necessary array of information without taking into account any additional data that is not needed for analysis and organization of work.
The module "BIT.construction - supply and warehouse" is a multifunctional program that allows you to solve problems at any level of the company with the same simplicity:
- for management: ensuring full control over all stages of planning and transportation of materials, which will allow you to purchase the required amount of products at the right time, thereby avoiding additional costs for its intermediate placement and storage. Also, such control will reduce the likelihood of theft in production and damage to goods with a limited shelf life;
- for supply departments: will provide quick and timely access to stocks of warehouse property, as well as to a database that includes the needs of the enterprise, orders to suppliers, information about routes, etc. This will significantly reduce the delivery time of the required products, as well as significantly reduce additional costs and the likelihood of errors in orders and specifications;
- for the financial service: the supply of operational data on all orders and the movement of routes, which will make the work more accurate and consistent with the supplier's side. Allows prioritization of importance and urgency for deliveries;
- for accounting: a significantly reduced probability of error in calculating the time of transactions, reconciliation of data, regulations and management accounting due to the timely submission of reports generated automatically by the program;
- for the estimate and contract department: accurate calculation of the cost of materials depending on their priority, delivery time and other indicators; allows you to track inflated prices, carry out competent planning;
- for technical departments: full control over material consumption, drawing up a work plan, automatic generation of reports;
- for line managers: an operational summary of information about the materials available to production and the timeliness of provision;
- for IT services: providing Web access to a single information base through a browser anywhere in the enterprise.
The module "BIT.construction - supply and warehouse" can perform a range of functions, some of which are presented below:
- automatic creation of an application for the purchase of materials;
- reservation of excess materials for incoming applications;
- control over the timely execution of delivery;
- logistics management of deliveries, the ability to assign priorities for a particular type of material, order or warehouse;
- drawing up specifications for goods in accordance with the quantitative and total accounting of products;
- keeping records of all materials, including those not stored in warehouses, processed and written off;
- timely inventory, calculation of surpluses and shortages;
- accounting of overalls and working equipment by inventory number;
- exercising control over materials by maintaining limit-dividing statements with additional instructions corresponding to the specifics of the enterprise;
- reflection of standards for cost estimates of materials, drawing up resource sheets;
- qualitative analysis of applications, orders and settlements with supplier companies, taking into account the condition and quantity of the delivered material, the timeliness of order fulfillment, the amount of receipt and payment, taking into account additional costs (if any);
- analysis of the movement of material and technical resources within the enterprise.
If you run your own business, you probably know how much depends on good procurement planning. Here and timely supply of products, and compliance with the time of execution of orders and the plan at cost, and even the quality of the product.
Many businessmen draw up a plan, focusing on the data of the widespread 1C software: Trade Management and the “Purchasing Assistant” extensions. This extension is suitable for most 1C programs.
Key features of procurement automation
Managers receive supply-related information so they can purchase goods efficiently and time them correctly. This results in the most effective interaction with supplier companies and cost reduction.
Automation of drawing up a plan in the 1C program concerns two parameters:
- operating stocks - all operating activities of the company are registered in this category;
- insurance stocks - a stock is registered here, formed to protect against unforeseen situations: unpredictable behavior of the buyer, disruption in the delivery of products
The planning of operating stocks is carried out based on the needs of the company: in the products that will be produced, and the existing needs of the company. A calendar plan for acquisitions is being drawn up. According to its data, a decision is made to send applications to suppliers.
A procurement forecast (enlarged) is compiled, the production plan is specified. Based on this, a refined procurement plan is created. The software uses the accounting data of the company's goods and materials.
The calculation of the need for the purchase of goods is carried out according to the data on free balances in the warehouse of the enterprise and the required volume of insurance stocks after the execution of the production program. In this way, you can automate the management and planning of purchases.
Safety stock planning is carried out using reorder point planning. It represents a certain level below which stocks should not fall. This mechanism is needed to control the moment of creation of orders to suppliers and determine the volume of this order. For each item, the point and size of the stock can be defined separately. Various calculation mechanisms are used for this purpose: by the average batch size of the type of goods, by the optimal size, by a fixed value.
The list of features provided by the 1C program includes:
- procurement planning in 1C based on production and sales plans, outstanding and internal orders;
- order processing and monitoring;
- generation of delivery and payment schedules;
- order point management - as soon as stocks reach a certain level, an order begins to form;
- acceptance of goods is supported according to various schemes, including acceptance for sale and receipt of raw materials;
- analysis of the warehouse, production, their needs for materials, products, goods;
- analysis of additional conditions, including contracts with fixed commodity items, terms and volumes;
- forecasting the level of stocks in warehouses, the reserve of inventory items, planning purchases based on the data received;
- compiling a list of suppliers and selecting them according to several criteria: reputation, supply history and urgency parameters, territorial attribute;
- automatic formation for selected order suppliers according to the previous paragraph.
The procurement plan in the 1C: Trade Management program (version 8.3) is compiled according to sales data for the last month for a particular warehouse and group of product names. Orders are formed based on a pre-compiled procurement plan. Also, the program can help, by forming a sales plan based on the data for the previous month, to increase the figure by 10 percent.
Procurement planning
The program contains a system for forecasting the commercial activity of an enterprise. It is equipped with tools that automate the preparation of plans. This allows you not to get into situations such as simple equipment and lack of work for the company's specialists. Stocks in warehouses will be easier to maintain at an optimal level. Fulfillment of orders will take less time. In general, this will improve the performance of the enterprise. If you skillfully handle the tools of this software, you can quite accurately plan the volume of purchases and sales.
The section has:
- sales scheme by categories: using this tool, an enlarged sales plan is created, expressed in quantity, with a division by product types;
- according to the nomenclature: an updated plan of sales volumes is drawn up in quantity and amount; the purchase plan is drawn up according to the previous two;
- scheduling scenario reference, where you can change parameters and frequency;
- guide to types of plans.
According to the scenario, types of planning are compiled. For each type, the parameters used to determine the indicators are calculated. Data for each indicator are supported by sources.
Supply and Procurement Management
The document "Distribution standards" is responsible for this. Seasonal coefficients are also used to capture fluctuations in demand depending on the time of year. This applies to the so-called seasonal goods, the demand for which increases at certain times of the year.
On the basis of sales by category, sales by item are formed. Planning is based on sales. Many parameters are taken into account: amount, quantity, time, etc. The program is fine-tuned for each parameter, it's a long process, but then you will have an exact business plan for a month or a year.
Formation of orders according to plans in 1CConclusion
1C Trade Management is a complex but effective tool for scheduling purchases and sales and analyzing past data, helping to place orders for suppliers and generate all necessary documents.
Dialogue between the director of a trading enterprise and a purchasing manager:
They brought the car from repair, urgently prepare orders for the Base "Electrical Goods" and the Base "Supply of Components" - the Director shouted as he ran into his office.
I'll do it now - the purchasing manager answered leisurely, starting to scroll in his head what reports he needs to generate, and how to bring it all into Excel later.
Take as a basis the sales of these suppliers for the next month for the last year - the Director added in a hollow bass from his office.
Can you imagine the situation? It is likely that this situation can arise in every business. A car has gone according to the list of regular suppliers and it is urgent to prepare a list of items for purchase for each.
An experienced purchasing manager (read as an “advanced” user of "1C: Trade Management 8") would use the standard tool "Planning Assistant" to facilitate his work, and not an experienced one would probably start generating reports, transfer them to Excel and reduce them there.
But even for an "advanced" user in such a situation, the standard functionality of "1C: Trade Management 8" may seem "slightly" inconvenient. Judge for yourself.
Open the planning assistant (Full interface: Documents -> Planning -> Planning assistant), and make the appropriate settings to create a procurement plan.
"Output" tab
Plan type = Purchases (since we plan to receive exactly the purchase plan).
Scenario = Main (monthly) (To execute a test case, we will agree that as a result we want to get a procurement plan for a month, with detailing to the level of a specific element of the Nomenclature directory and only quantitative indicators. Therefore, the settings for the planning scenario should be as follows: grouping level = Nomenclature, Planning period = month, accounting by quantity).
Start date = 06/01/2008 and end date. = 06/30/2008 (the period for which the procurement plan will be formed is June 2008).
Quantity calculation strategy tab
Volume of sales. We choose this strategy, since the task is to form a procurement plan based on actual sales for the same period last year. Specify the period June 2007. The "%" field is left unchanged, because neither increase nor decrease in sales in the planning period is expected.
Stock balance. We include this strategy in the calculation of the quantity, because it is necessary to reduce the estimated quantity of goods for purchases by the amount of current warehouse balances. In the period field, indicate the first day of the period (06/01/2008) for which we form the procurement plan, and make a mark in the "AND" field (AND = Exclude).
Supplier orders. We include this strategy in the calculation of the quantity, because it is necessary to exclude from the calculation goods that have already been ordered from other suppliers and the planned date of receipt of which is less than the end of the planning period.
Also on this tab, we indicate that the result of calculating the quantity of goods for purchase must be rounded up to 1.
Selections tab
On this tab, we need to set filters, i.e. tell the program that when forming a procurement plan, it is necessary to analyze only the nomenclature that we have previously bought from suppliers to whom we plan to send the car. Those. for all selected strategies, on the "Quantity calculation strategy" tab, for the Nomenclature property, specify a list of values.
In order to do this, we will consider two methods. The first way is using exclusively the standard functionality of the "1C: Trade Management 8" configuration. And the second method is with the help of the modified "Planning Assistant" with automatic filling in the "Selections" tab ().
In the context of the task set, filling the "Selections" tab with standard tools can be done as follows:
1. We form the report "Statement of consignments of goods in warehouses". From this report, we need to get lists of items that we have ever purchased from suppliers of the "Electrical Goods" Base and the "Supply of Components" Base. To do this, in the report settings, we will set the appropriate selection according to the list of values for the field "Initialization document. Counterparty".
2. Next, you need to manually fill in the lists of item values for selections in the "Planning Assistant" processing.
When filling the selections in the second way (using the external processing "Planning Assistant"), you must click the "Fill" button and configure the automatic filling of selections.
The period for which it is necessary to analyze the documents "Receipt of goods and services".
List of warehouses A list of warehouses for which goods receipt movements must be taken into account. If the field is not filled in, the documents "Receipt of goods and services" for all warehouses will be taken into account.
List of counterparties List of counterparties for which goods receipt movements must be taken into account. If the field is not filled in, the documents "Receipt of goods and services" for all counterparties will be taken into account.
The result of automatic filling is shown in the figure below.
After all the settings on all the necessary processing tabs "Planning Assistant" are filled in, to generate the "Purchase Plan" document, you must click on the "Run" button. As a result, the program will report that the formation of documents has not been completed. This happened due to the fact that on 06/01/08 there are enough leftovers to ensure sales during June 2008 according to the nomenclature purchased from suppliers Base "Electrical goods" and Base "Supply of components".
If the "Inventory stock" strategy is removed from the strategy for calculating the quantity of goods for purchases, then the "Purchase Plan" document will be generated as a result of the calculations.
PS The demo example discussed in this article was prepared on the basis of data from the demo database "1C: Trade Management 8" release 10.3.12.3
The "Purchase Management for 1C" module is designed to automate planning, needs management, preparation of tender documentation, placement on electronic trading platforms, accounting for contracts and monitoring execution.
The "Purchase Management for 1C" module can be built into the configurations 1C: Accounting 8 rev. 3 and 1C: Accounting of a state institution rev. 2. as well as the “Purchase Management for 1C” configuration can work as a separate system and exchange the necessary data with other solutions for automating accounting.
Procurement management in 1C makes it possible to systematize procurement activities. Plan and manage the work of the supply department. Procurement control can be carried out from the moment of an application for its purchase to its receipt at the enterprise warehouse.
The program provides information on the necessary purchase of goods and pricing of purchases of products necessary for making the following decisions:
- formation of needs and procurement planning;
- control of schedules for conducting quotations, tenders, conclusion of contracts and their payment;
- analysis of suppliers' prices;
- systematic storage of procurement documentation.
The module is designed in accordance with the requirements:
- Federal Law No. 44-FZ of 05.04.2013 “On the contract system in the field of procurement of goods, works, services to meet state and municipal needs”;
- Federal Law No. 223-FZ of July 18, 2011 “On Procurement of Goods, Works, Services by Certain Types of Legal Entities”;
- Decree of the Government of the Russian Federation of November 28, 2013 N 1084 (as amended on June 9, 2015) "On the procedure for maintaining the register of contracts concluded by customers and the register of contracts containing information constituting a state secret"
- Order of the Ministry of Economic Development of the Russian Federation of October 2, 2013 N 567 "On approval of guidelines for the application of methods for determining the initial (maximum) contract price, the price of a contract concluded with a single supplier (contractor, performer)
Procurement planning
Procurement planning in the program is based on an analysis of previous volumes and previously drawn up procurement plans, as well as operational plans for the current year.
Planning includes gathering needs across departments and generalizing needs down to the enterprise level.
Based on the results of planning, documents approved by 223 FZ are formed - Procurement Plan, Procurement Schedule
Operational management - collection of applications for the acquisition
The Procurement Management module allows you to automate the process of collecting purchase requisitions.
To assess the need to start the procurement procedure, the system allows you to compare the planned quantity of goods or materials ordered and the balance in the warehouse.
Based on the results of the analysis of the need, a decision can be made to start the purchase (Create an LOT) or refuse the purchase request.
Preparation of procurement documentation
Preparation of tender documentation includes the collection of necessary documents: technical documentation, justification of the initial price, preparation of contract templates, terms of reference.
The system allows you to store documents of any type directly in the created LOT, which allows you to organize and simplify the work of preparing documents.
Selection of a supplier: holding a tender, bidding, quotations
The module "Procurement management in 1C" supports the following methods of bidding:
- open competition and auction,
- closed competition and auction,
- purchases by requesting quotations,
- purchasing from a single supplier,
- other options provided by the Law.
Concluding a contract and monitoring the execution of contracts
An important part of the system is the contract execution control module.
Execution Control consists of Payment Schedule Control and Schedule and Quantity Control of work or delivery of goods.
The LOT document allows you to enter information about the payment plan under the contract, and the data exchange system with 1C: Accounting loads data on actual payments. A convenient document interface allows you to quickly check the fulfillment of payment obligations.
The module for monitoring the fulfillment of the contract allows you to enter information about the schedule for the delivery of goods or the provision of services, and the data exchange system with 1C: Accounting loads data on the goods actually received or services rendered (the Goods and Services receipt document). Automatic control systems allow you to visually show the LOTs for which the delivery schedules are overdue.
The Supply and Warehouse module is designed to conduct operational planning, accounting, analysis and control of the provision of construction objects with resources and materials. Using the solution will allow accountants and foremen to work in one system. The specialists of the supply department will be able to significantly increase productivity, improve the accuracy of planning and keeping records of the movement of materials across construction sites.
A wide range of functionality of the system will fully automate the processes of logistics of construction production in the following areas:
- Comparison of estimated positions with the materials of the reference book "Nomenclature";
- Comparison of estimated positions with project materials (specifications);
- Analysis of the current state of budget data, plan-fact analysis of the use of materials.
- Material requisition management
- Registration of applications for materials;
- Control and analysis of the execution of requests for materials.
- Purchasing management
- Appoint a responsible manager for the purchase of stock items registered in the application for inventory;
- Place orders with suppliers;
- Establish a reserve for materials from the free balance in warehouses to meet the needs of requests for inventories;
- Prepare a payment schedule for the order to the supplier;
- Reflect the payment of funds to the supplier on the order;
- Conduct a procurement analysis.
- Logistics management
- Draw up a scheme for the supply of materials to the destination (from the supplier to the warehouse of the enterprise, from the general warehouse to the object, etc.)
- Carry out control and analysis of the movement of goods.
- Warehouse management
- Registration of credit and expenditure orders for materials;
- Establishment of reserves in the warehouses of the enterprise according to the application for materials;
- Accounting for materials in operation;
- Accounting for tolling materials;
- Inventory of materials in warehouses;
- Completion and disassembly of materials;
- Accounting for incoming documents;
- Analysis of warehouse operations.
The program allows you to solve the problems of all participants in the logistics and will be useful at various levels of the construction company:
- Management construction company will receive full control and transparency of inventory control at the stages of planning and movement of materials.
- Employees of the Logistics Department will be able to control the entire cycle of supplying the construction industry with the necessary resources.
- Financial and economic service will be able to speed up and facilitate the process of coordinating requests for spending funds in terms of the importance and urgency of delivery through access to operational data on orders to suppliers.
- Accounting staff increase the quality and speed of data reconciliation operations in regulated and management accounting.
- Production and technical department will receive a mechanism for controlling the consumption of materials in comparison with the planned values.
- Estimate and contract department will be able to fix the cost of the necessary materials, timely monitor the excess of actual purchase prices compared to planned prices.
- Line managers of divisions will be able to quickly receive the necessary information on the state of supply of construction production with materials.
- IT Service. The possibility of Web-access to the information base and work directly through the Internet browser will simplify the support and organization of the work of the company's employees in remote locations.
BIT.Stroitelstvo.Supply and warehouse allows construction companies to quickly solve the problems of providing construction production with the necessary resources from the cost of estimated materials with subsequent planning and control of deliveries to construction sites to reflecting the write-off of materials and a general analysis of economic activity.
BIT.Construction.Supply and warehouse is one of the modules of the complex solution BIT.Construction and is an addition to the main delivery of the system.