E-Requisition Order

(E-RO UG) v1.0

User Manual Rev. B

Information Technology Department

Revision Sheet

Release No.

Date Author Revision Description

Rev. A 22/11/2013 Chuah Chong Hee Creation of E-Requisition Order’s user manual.

Rev. B 01/07/2014 Chuah Chong Hee Added E-RO Resubmission guide.

Table of Contents 1. General Information ............................................................................................................................. 4

1.1 System Overview........................................................................................................................... 4

1.2 User Permissions and Access Rights ............................................................................................. 4

1.3 Point of Contact ............................................................................................................................ 4

1.3.1 IT Helpdesk System ................................................................................................................... 4

1.4 Acronyms and Abbreviations ........................................................................................................ 4

1.5 User Access Level .......................................................................................................................... 4

2. Getting Started ...................................................................................................................................... 5

2.1 Logging On .................................................................................................................................... 5

2.1.1 Internet User ......................................................................................................................... 5

2.1.2 Intranet User ......................................................................................................................... 6

2.2 Dashboard ..................................................................................................................................... 7

2.2.1 User Function ........................................................................................................................ 7

3. Button explanation ............................................................................................................................... 8

4. Requisition Order. ................................................................................................................................. 9

4.1 Add Item into Cart. ........................................................................................................................ 9

4.1.1 Steps to add .......................................................................................................................... 9

4.1.2 Notes ................................................................................................................................... 14

4.2 Checkout ..................................................................................................................................... 14

4.2.1 Step to checkout ................................................................................................................. 14

4.2.2 Important Notes .................................................................................................................. 19

4.3 Withdraw ERO ............................................................................................................................. 19

4.3.1 Steps to withdraw ............................................................................................................... 19

4.3.2 Notes ................................................................................................................................... 20

4.4 ERO Resubmission for status under amendment required or Draft ........................................... 20

4.4.1 Step to resubmit ................................................................................................................. 20

4.5 Approve RO ................................................................................................................................. 21

4.5.1 Step to approve ................................................................................................................... 21

1. General Information

1.1 System Overview E-Requisition Order (E-RO) is a web based system to help staff to better manage and

keeping track of their requisition order. By computerizing the current manual works &

workflows, all requisition order data will be recorded and stored in the database, so that it

can be retrieved from the system anytime, anywhere easily.

On top of that, the ERO has also included the features listed below:-

1. Users are able to access the system thru internet or intranet.

2. Administration functionalities with master files setup and user self-registration.

1.2 User Permissions and Access Rights All users should have MGJV Domain Account before request access to this system.

For new user kindly apply your MGJV Domain Account from UG IT Department.

For existing user kindly register your access thru the system.

1.3 Point of Contact

1.3.1 IT Helpdesk System

If you face any problem, bugs or system error, kindly submit your issues thru IT

Helpdesk System (http://2thqapp01/e-office).

1.4 Acronyms and Abbreviations

Acronyms and Abbreviations Description

E-RO E-Requisition Order System IE Microsoft Internet Explorer, a type of web browser

which will be your pc default web browser Chrome Google Chrome, a type of web browser.

1.5 User Access Level

Role Responsibility

User Submit Requisition Order Administrator Activate or Deactivate User account, maintain master files and

process the requisition order.

2. Getting Started

2.1 Logging On

2.1.1 Internet User 2.1.1.1 Open internet browser (Internet Explorer, Google Chrome and etc.)

2.1.1.2 Enter this URL in your IE / Chrome address bar http://58.26.12.47/E-

RO.UGE then press ‘Enter’ from your keyboard.

2.1.1.3 E-RO Login Screen will be displayed, you have to enter your user name and

password and then click on ‘Login Button’ to logging into the system.

2.1.2 Intranet User 2.1.2.1 Go to MGJV Portal.

2.1.2.2 Click on E-RO (UG)

2.1.2.3 Click on Internal Access.

2.1.2.4 With single system authentication capability of windows domain user login

account, user will be auto authenticated by the system using their

windows account and they do not required to enter their user name and

password again in intranet environment.

2.2 Dashboard

2.2.1 User Function 2.2.1.1 Submit requisition order

2.2.1.2 Approve requisition order

3. Button explanation

Go to the home page.

Go to the Login page.

Go to ‘Pending for your action’ listing page.

Add.

Edit.

Delete.

Print.

Search.

View / Read Only.

Delivery order.

Withdraw submission or action.

Assign to others.

Select item.

Go to ERO Cart page.

4. Requisition Order.

4.1 Add Item into Cart.

4.1.1 Steps to add 1. Click on Cart icon.

2. Click on Add icon.

3. System will display the add product screen.

4. Click on Sub Package (Level 2) search button.

5. System will pop up a sub package (Level 2) selection screen.

6. Click on the select button to select your sub package (level 2).

7. Click on Key Element (Level 3) Search button.

8. System will pop up a Key Element (Level 3) selection screen.

9. Click on the select button to select your Key Element (Level 3).

10. Click on Works / Activities Code (Level 4) search button.

11. System will pop up a Works / Activities Code (Level 4) selection screen.

12. Click on the select button to select a Works / Activities Code (Level 4).

13. Click on the Cost Type (Level 5) search button.

14. System will pop up a Cost Type (Level 5) selection screen.

15. Click on the select button to select a Cost Type (Level 5).

16. Click on the item search button. (Please note, not all Cost Type (Level 5) will

have further breakdown.)

17. System will pop up item selection screen.

18. Click on the select button to select an item

19. Fill in your quantity.

20. Click on UOM Button. (Please take note, not all product category have

default UOM set, if you found that the UOM is empty, you are require to

select the UOM for your product category.)

21. System will pop up UOM selection screen.

22. Click on the select button to select a UOM.

23. Fill in the Remarks & purpose. (Please take note you are require to provide

as detail as possible to ease the purchaser to process your RO.)

24. Click to Save & Add. (By clicking this button, system will save the current

form and refreshed the form for next item to add.)

25. Click to Save & Close. (By clicking this button, system will save the current

form and close it.)

4.1.2 Notes 1. One ERO can only contains item from the same sub package; thus, you are

only allow to add items from the same sub package in the cart and follow by

checking out the items to create the new ERO for submission.

2. For some scenario system will only allow you to add same sub package and

same cost type in the cart. For example, Information Technology Item.

4.2 Checkout

4.2.1 Step to checkout 1. Click on the checkbox for each item. System will only allow you to check out

a maximum total of 10 items.

2. Click on the Checkout button.

3. System will display the checkout form.

4. Click on the delivery button.

5. System will pop up a delivery to selection screen.

6. Click on the select button to select the delivery address.

a. If you can’t find the address from the selection screen, please click

on the User Define select button.

b. System will allow you to type your delivery to information.

7. Fill in the contact person

a. Select your existing contact person

b. Click Add button to add new contact person.

i. System will pop up contact person listing

ii. Click on Add button.

iii. System will pop up the new contact person form for you to

fill in.

iv. Fill in Name

v. Fill in Contact No.

vi. Click Save.

vii. Click the select button to select the newly added contact

person.

8. Fill in the additional requirement information by clicking any one of the

Predefined Additional Requirement Checkboxes

9. Fill in the Reviewed By, Recommended By and Approved by

a. For this training, since Approved by is a mandatory field, please click

on the Approved by Search button to select the ERO approver.

b. System will pop up the Select Approved By selection box.

c. You may filter the list by clicking the Starting Alphabet button, or

enter the person name in the search textbox. Once you found the

approver in the list, click on the select button to select your

approver.

10. Fill in your contact no or extension no.

11. If you have attachment, click on the Add button to add an attachment.

12. Click Add files

13. Select your file and click open

14. Click Start upload

15. Click Check out & Print button.

16. System will redirect you to Requisition order listing upon your successful

checkout.

4.2.2 Important Notes 1. System only allow 10 items per ERO.

2. System requires at least one or maximum two contact person if necessary.

3. You can maintain your own Contact person listing.

4. You are required to fill in “Back charge to sub-contractor” Textbox, if you

have checked it.

5. You are required to fill in “Sub-Con iCore Contract No.” Textbox, if you have

checked it.

6. You are required to fill in “Other special requirements need to be compiled”

Textbox, if you have checked it.

7. ERO Approved By is a mandatory field.

8. Your Extension No or Contact no. will be saved and used by the system as

the default information for your next checkout.

4.3 Withdraw ERO

4.3.1 Steps to withdraw 1. Click on the withdraw button.

2. System will pop up a withdraw confirmation.

3. Click on the Withdraw button to confirm.

4.3.2 Notes 1. System will only allow you to withdraw from your requisition order if your

ERO have not been approved yet. If the ERO has been approved, kindly

contact admin to reject your ERO. At that stage you will be able to amend

your ERO, and re-submit for approval again.

4.4 ERO Resubmission for status under amendment required or Draft

4.4.1 Step to resubmit 1. Login to the system.

2. Look for you e-RO number under my pending e-Ro and click on the View

button.

3. Based on the comment given by the commercial, approval, executor to

amend your RO if your RO is under the status of Amendment required

4. Click on the Edit Button

5. Amend the required fields, and then click save.

6. Click on the Submit for approval

7. Click on the Checkout & Print button to submit your RO for approval.

4.5 Approve RO

4.5.1 Step to approve 1. Login to the system.

2. Click on the message centre icon.

3. Click on approve requisition order.

4. System will show the list of requisition order to be approved screen.

5. Click on the View button to view the RO Details.

6. Click on the close button.

7. Click on the checkbox.

8. Click on the Approve Button.