Features
Purchase orders that actually move stock and cost
Raise supplier purchase orders, receive them line by line, and three-way match the supplier invoice against what actually turned up.
Overview
MDMS runs the whole supplier and purchase-order lifecycle inside the dealership, not alongside it. Every supplier carries its code, contact, payment terms, address and account status — active, inactive or on hold — and its record opens onto the purchase orders, supplier invoices and parts attached to it, plus an on-time delivery rate, an average lead time in days and year-to-date spend all worked out from your own order history, so the supplier you argue with about lead times has the numbers sitting next to their name. Bank details sit behind their own permission, visible only to finance and admin users. Purchase orders are auto-numbered and can cover parts, equipment or both on the same document, with freight and tax carried on the order and a clear trail from draft to approved to sent, and on to partial or fully received. Only a draft is editable, so an order that has already gone to a supplier cannot be quietly rewritten behind it.
Receiving is where most systems quietly lie, so in MDMS a goods receipt is one atomic server-side transaction. Enter the quantity that actually arrived and the cost the supplier actually charged, line by line, and the receipt moves on-hand at the receiving branch, recalculates the part's moving-average and last cost, writes a goods-receipt movement into the warehouse history, updates what is still on order, and flips any serial-numbered unit on the order to available and links it back to the purchase order it came in on. Receiving more than the outstanding quantity is not possible — each line is clamped to what is still owed. Receive part of an order and it sits at partial with the remainder outstanding; receive the rest and it closes, and a supplier invoice is raised against it automatically for you to overwrite with the supplier's real reference when the paperwork lands. Every receipt then runs a three-way match: the order ex-GST against the goods received at their actual cost against the supplier's invoice ex-GST. Agreement inside a 50-cent tolerance is marked matched; anything else is flagged as a variance, with the three figures written out and the difference recorded, so someone can chase it before it is paid.
What's included
- Purchase orders for parts, equipment or both
- Receiving that moves on-hand and moving-average cost
- Partial receipts at the cost actually charged
- Three-way match with variance flagged on every receipt
- Supplier invoice raised automatically on full receipt
- Supplier records with on-time and lead-time history
How it works
- Raise an auto-numbered purchase order against a supplier for parts, equipment or both, then approve it and mark it sent.
- Receive the goods line by line as they land: on-hand and moving-average cost update, a goods-receipt movement is written to warehouse history, and the order moves to partial or fully received.
- Enter the supplier's invoice reference and MDMS three-way matches the order, the goods received and the invoice, clearing matches inside tolerance and flagging variances with the numbers behind them.
Inside Purchasing & Procurement
Real screens from MDMS — captured from the live application, not mock-ups.
Open orders, committed value and what is still awaiting receipt across the top, then every purchase order — parts or equipment — with its supplier, status and expected date, from draft through approved to received.
Works with
Parts & Warehouse
Multi-bin warehouse, supersessions, min/max reorder and full transactional history for every part number.
Auto Replenishment
Set min/max and reorder points per part, then regenerate replenishment suggestions and turn them into supplier POs in one step.
Finance & Invoicing
Customer invoicing, supplier bills, payments and statement runs — designed to feed Xero cleanly.