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Purchase Requisition
Find "Purchase Requisition" from "FileMaker Server" in Sharing.0-1. Find the file
0-2. Enter password
0-3. Choose "Purchase Requisition"
0-‐2-‐1. Enter password
0-‐2-‐2. "OK"
0-‐3-‐1. Make sure it is YOU
0-‐3-‐2. Choose "Purchase Requisiton"
0-‐3-‐3. "OK"
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The example entry showshow to crate purchase requisition for this quotaion.
Buying toner for printers.
IniAal Screen
Points to be checked
Is the name correct?
Is this exactly what you are planning to order?
Is the total ammount correct?
PAY EXTRA ATTENTION TO CONSUMPTION TAX Always check if the amout includes the tax or not. Receipts, invoices should note the price including
tax, however, quotaions might not. Be sure to make your purchase requisiAon
inclusive of tax, so that the total amount is the actual payable amount.
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Step 1. Choose category1-1. Choose "Master category"
1-2. Choose "Sub category"
1-‐1-‐1. Click the empty field of "Master Category". Pulldown list will show up.
1-‐1-‐2. Find the appropreate category. AQer choosing the category, click "Set" to select your desired category.
1-‐2-‐1. Click the empty field of "Sub Category". Pulldown list will show up.
1-‐2-‐2. Find the appropreate category. AQer choosing the category, click "Set" to select your desired category .
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Step 2. Data entry2-1. Enter the required information
2-‐1-‐1. Double check the category.
2-‐1-‐2. Input data (at least supplier's name and contact)
2-‐1-‐3. Give detail of the purchase
2-‐1-‐6. Pull down and choose currency
2-‐1-‐4. Choose taxable or non-‐taxable. We are talking about Japanese consumpAon tax. If you are not sure whether your purchase is taxable or not, leave the box blank. If you know the price excluding tax, Ack the box.
2-‐1-‐5. Enter quanAty. Can't be leQ blank. At least, type "1".
2-‐1-‐7. If you leQ the "taxable box" blank, enter the price including consumpAon tax. If you Acked the "taxable box", enter the price excluding consumpAon tax.
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Step 3. Give information to budget holdersTo make decisions, budget holders need to have detailed information about your purchase.
3-1. Attach quotationPDF file can be attached. If you have quotation saved as PDF, just attach it.
3-‐1-‐1. Press "Quote"
3-‐1-‐2. Press "Import file"
3-‐1-‐3. Choose the data
OR, Second opAon: If the data is on your desktop, simply drag it into this empty space.
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3-2. Type the detail
If you do not have a written quotation, just type in the detail in this blank space.
3-‐1-‐4. Press "Back" to go back to the iniAal page
Data will be imported.
When import is succesfuly completed, bu_on color changes to green.
Before AQer
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Step 4. Check data before submitting
Ensure that your details are correct before submitting.
4-1. Check the dataIf your request exceed the remaining budget, you cannot submit. Check and see if it is OK.
The whole budget of this sub category
Total expenses already approved
Remaining budget
Total amount of this request
EsAmated final balance(*)
4-‐1-‐1. Be sure that the final amount matches with the quotaAon.
These are the budget holders of this account. Consult with them when you are in trouble (such as budget overruns). Always go to the main holder FIRST before going to 2nd or 3rd signatories.
4-‐1-‐2. Check that you are not exceeding the budget. If the "EsAmated final balance (*) " goes negaAve, you are overrunning. Change your plan, or consult with the budget holder.
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Step 5. Placing order
You are ready to submit your request.
What happens when you submit your request?
1) PDF data will be created on your desktop.
2) Notice mail will be sent to you and budget holder(s).
Please wait for approval from the budget holders
THIS IS NOT THE END OF THE WHOLE PROCEDURE. You still have something to do.
5-‐1. Press "Place order"
5-‐2. Press "ConAnue" to conAnue the process. You will go back to the iniAal screen.
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Step 6. Check the status
6-1. Check the status of your requestDon't leave the data unchecked.
If your request is staying in this "In Process" status for some time, remind the budget holder to take action.
Step 7. Ordering
Two options:1) Order through business office2) Order by yourself (or through instructional offices)
Following items /services CANNOT be ordered through business officei) Items which requires special knowlegde to order ( such as tech/science lab materials)ii) Transportation & accomodation (except home leave)iii) Event related services / items (such as graduation, retreats)
"In Process" means it is not approved yet.
"Approved" means it is approved. You can make order to the supplier.
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Step 8. Ordering through business office
If you are ordering by yourself, skip to Step 9.
IF you do not have supporting documents to attach:
Unless you are noticing the business office that you are ordering by yourself,your order will be placed through business office (except items/services which listed on previous page).Discribe in detail of your order to prevent miss ordering.
< End of procedure >
IF you have supporting documents to attach:8-1. Print your approved purchase requisition
Click the cart number
Click "Print"
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8-2. Submit to business office
Bring this purchase requisition and quotatin (or any other supporting documents) to business office.If special payment term (down payment, advance payment etc) is required, do not fail to notice.
< End of procedure >
Click "ConAnue"
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Step 9. Ordering by yourself (or through instructional office)
If you are ordering through business office, go back to Step 8.
Send e-mail to business office or note in your purchase requisition that you are ordering by yourself.
9-1. Order
Place order to the suppliers.
When you are ordering the following materials / services, do not fail to notice business officeand/or reception.
i) Requires special payment term (down payment, advance payment, cash on deliverly etc) ii) Perishable / living materials
iii) Extreamly bulky / heavy materials (which need instruction where to place)
9-2. Check the delivered materials / provided services
Be sure that materials / services are properly delivered / provided.
DO NOT THROW AWAY THE PACKING SLIP
9-3. Collect invoice
If you are satisfied with the materials / services, obtain invoice.
9-4. Print your purchase requisition
Click the cart number
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Click "Print"
Click "ConAnue"
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9-5. Submit to business office
Submit the following documents to business office.
i) Purchase requisitionii) Quotation or any supporting documents (if available)iii) Packing slip (if available)iiii) Invoice
< End of procedure >