Purchasing

Orders to suppliers are the backbone of every trading business, and Tubach makes them plannable, transparent and fully automatic.

From forecast to order in one workflow

From minimum stock levels, sales history, open customer reservations and seasonal patterns, order suggestions emerge that you only need to confirm. Supplier master data with terms, lead times and minimum order quantities is the foundation. Tubach knows the lead time of every supplier and plans orders so your warehouse never runs empty, but isn’t overstocked either.

Multi-supplier strategy

You can store several suppliers per article, each with their own prices, quantity tiers and lead times. Tubach compares them automatically and suggests the optimal supplier per order, based on current price, lead time and your preferred strategy (cheapest, fastest, preferred partner).

Send orders automatically

With one click the order suggestion becomes a PDF order in your corporate design, sent to the supplier by email automatically. If the supplier offers an API, the order is transmitted electronically directly. You stay in control: an approval workflow lets you release or reject orders before they go out.

Goods receipt without drama

Every order is tracked, from dispatch to the supplier to goods receipt. Partial deliveries are mapped cleanly: a goods receipt can fulfil only part of the order, the rest stays open. Discrepancies (too many, too few, wrong article) are recorded in a structured way and can trigger a complaint directly. Late deliveries trigger automatic dunning, you don’t have to chase yourself.

Accounting without double entry

Supplier invoices are matched against the order and the goods receipt. Target/actual comparison: does the invoice match the order, does it match the goods receipt? Discrepancies are flagged and have to be released explicitly. Accounting sees open liabilities, Tubach knows the status of every supplier invoice (open, checked, approved, paid).

Supplier master data as a platform

For each supplier you maintain terms, lead times, minimum order quantities, payment terms, cash discount rules, shipping cost thresholds and the language of order documents. Several contacts per supplier (purchasing, logistics, accounting) are kept separately, every order goes to the right mailbox. Supplier ratings from on-time delivery, quality and price consistency flow back into the master data automatically and are taken into account in the next order suggestion.

Quantity tiers and discount models

Order prices are rarely linear: Tubach knows quantity tiers per supplier and article, promotional prices with validity periods and special agreements. If the order quantity is just below a tier threshold, Tubach suggests topping it up: the extra cost is set directly against the quantity discount. You decide on the basis of concrete numbers, not gut feeling.

Consignment and drop shipping

Not every order lands in your own warehouse. Consignment models (goods stay at the supplier, you only book on sale) and drop shipping (the supplier ships directly to your end customer) are handled as their own order types. Both are cleanly separated in reporting: working capital, margin calculation and logistics effort stay traceable per model.

Backorders and pre-bookings

If a customer wants to buy an article that is currently unavailable, Tubach records a pre-booking and links it to the next supplier order. As soon as the goods receipt is booked, the goods flow automatically into the open orders: the customer is notified, dispatch starts. Your warehouse never becomes a dead end for orders you could actually fulfil.

Approval workflow for higher order values

Above configurable order values, approval workflows apply: operational staff create the order, management or purchasing approves. Multi-stage approvals with substitution rules and audit trails are standard. In emergencies an order can be released without approval, with a documented reason, but it stays flagged as a special case in reporting.

Reporting at the push of a button

Supplier performance, average lead time, on-time delivery, price development per article over time, open order values, backlogs, all available as live reports. Seasonal forecasts and ABC analyses help optimise the assortment and reduce working capital. Quarterly reviews with your top suppliers gain a data basis that no longer leaves the detail to chance.