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Purchase Order
1Purchase Order
Web based app that allows you to create, approve &
manage PO’s with ease.
This KnowHow Explains
Overview
Initial Set-up
Budget Set-up
2Purchase Order
Overview
Web based app that allows you to create, approve & manage Purchase orders (PO) with ease.
Provides a broad view of the entire purchasing process from a single integrated system.
Add preferred suppliers to your supplier list.
Send single quotation requests to multiple suppliers.
Convert quotations to PO’s.
Set the frequency for recurring PO’s.
All approvals done online.
Get notified via e-mail on the current status of your PO.
Track status of invoices, goods & payments online.
Automated request/response e-mails triggered to requester, approvers & supplier.
Receive auto-generated Aged Payables Report via e-mail.
Use standard PO T&C’s or your personalised T&C’s.
Standard T&C’s are custamisable as per your requirement.
3Purchase Order
Initial Set-up
The Admin section in MBPCloud allows you to make administrative changes & manage your
Purchase App. Once you first login to MBPCloud www.mbpcloud.com, you will be directed to the ‘Client
Business Details Form’. Complete this form to proceed further.
4Purchase Order
Initial Set-up
On successful completion of the Client Business Details Form, the following MBPCloud home page will be
displayed.
To set-up the Purchase App click the ‘Admin’ icon
5Purchase Order
Initial Set-up
You will be directed to the Admin page, as shown below.
The initial Purchase App set-up is done by the assigned Admin.
6Purchase Order
Initial Set-up
‘Module Selection’ icon
Selections you’ve made during the subscription process will be reflected here.
However, you can change the selections through the ‘Module Selection’ page.
Once you’ve reselected your options click ‘Submit’ button.
Note:
• Single-User System : Doesn’t support approval process & modules
• Multi-User System : Supports multi level approvals & modules
7Purchase Order
Initial Set-up
The set-up process includes:
This is a hierarchy based set-up process.
Therefore, the mentioned order needs to be followed during the set-up.
Start the set-up process by adding location(s) – wherever your company is located.
Click the ‘Location’ icon in the Admin page.
8Purchase Order
1. Adding Location(s) 5. Adding User(s)
2. Adding Branch(s) 6. Setting Approval Limits
3. Adding Department(s) and/or Team(s) 7. Setting Approver(s) for Department/ Team
4. Adding Position(s) & setting respective Levels 8. Providing Purchase App permission to Users
Initial Set-up
You will be directed to the Initial Set-up page.
As mentioned, the first section to complete here is ‘Location’.
Enter Location name & click the ‘Add’ button. Gets added to the location grid.
Repeat same process to add more locations.
Once all locations have been added, click the ‘Next’ button.
9Purchase Order
Add Location
Location grid
Initial Set-up
Next section to complete is ‘Branch’.
Select a location from the location drop-down list.
Enter the Branch name & click ‘Add’ button’. Gets added to the branch grid.
Repeat same process to add more branches.
Once all Branches have been added, click the ‘Next’ button.
10Purchase Order
Add Branch
Branch grid
Initial Set-up
Next section to complete is ‘Department’.
Select a branch from the branch drop-down list.
Enter the Department name & click ‘Add’ button’. Gets added to the department grid.
Repeat same process to add more departments.
Once Departments have been added for all Branches, click the ‘Next’ button.
11Purchase Order
Add Department
Department grid
Initial Set-up
Next section to complete is ‘Position’ & ‘Levels’.
Enter the Position name, then
Select a Level from the level drop-down list for that position, and
Click the ‘Add’ button’. Gets added to the position & level grid.
Repeat same process to add more positions & levels.
Once you have added Positions & set Levels for each position, click the ‘Next’ button.
12Purchase Order
Add Position & Set Level
Position &
Level grid
Initial Set-up
Important:
Hierarchy of Levels are set in ascending order, with ‘Level 1’ being the lowest.
Approvers should be assigned a level higher to that of Requesters.
For further details, please check the Information tool-tip provided.
13Purchase Order
Add Position & Set Level
Initial Set-up
Next section to complete is ‘User’ details.
Add Users’ by completing details such as Users’ –
Name, Role, Branch, Position, Department, E-mail address and MBP login password.
Once all above details have been completed, click ‘Add’ button.
Gets added to the user grid.
Once all Users belonging to each Department & Branch have been added, click ‘Next’ button.
14Purchase Order
Add User
Initial Set-up
15Purchase Order
Add User
User grid
Initial Set-up
Next section to complete is ‘Approval Limit’ setting.
Select a branch from the branch drop-down list .
Select a position from the position name drop-down list.
Select an approver from the approver name drop-down list.
Enter the PO amount up to which the selected approver can approve.
Then click ‘Add’ button.
Gets added to the approval limit grid.
Repeat process to set approval limits for other approvers.
Once approval limits have been set for all approvers, click ‘Next’ button.
16Purchase Order
Set Approval Limit
Initial Set-up
17Purchase Order
Set Approval Limit
Approval Limit
grid
Initial Set-up
Next section to complete is setting ‘Approvers’.
You need to set approvers for the following PO sections:
Purchase Order
Invoice
Goods
Supplier
Payment
18Purchase Order
Set Approvers
Initial Set-up
a. Setting Approver for Purchase Orders
Under ‘Primary Approver Mapping’ section:
Select a branch from the branch drop-down list.
Select a department/team from the department/team drop-down list.
Select a requester from the requester position drop-down list.
Select an approver from the approver drop-down list.
Then click ‘Add’ button. Gets added to the PO approver grid.
The selected approver will approve all PO’s raised by the selected approver.
19Purchase Order
Set Approvers
Initial Set-up
b. Setting Approver for Invoice
Under ‘Invoice Approver Mapping’ section:
Select a branch from the branch drop-down list.
Select a department/team from the department/team drop-down list.
Select an approver from the approver drop-down list.
Then click ‘Add’ button. Gets added to the invoice approver grid.
The chosen approver will approve all invoices from the selected department.
20Purchase Order
Set Approvers
Initial Set-up
c. Setting Approver for Goods
Under ‘Goods Approver Mapping’ section:
Select a branch from the branch drop-down list.
Select a department/team from the department/team drop-down list.
Select an approver from the approver drop-down list.
Then click ‘Add’ button. Gets added to the goods approver grid.
The chosen approver will approve all goods from the selected department.
21Purchase Order
Set Approvers
Initial Set-up
d. Setting Approver for Suppliers
Under ‘Supplier Approver Mapping’ section:
Select a branch from the branch drop-down list.
Select a department/team from the department/team drop-down list.
Select an approver from the approver drop-down list.
Then click ‘Add’ button. Gets added to the supplier approver grid.
The chosen approver will approve all suppliers for the selected department.
22Purchase Order
Set Approvers
Initial Set-up
e. Setting Approver for Payment
Under ‘Payment Approver Mapping’ section:
Set Aged Payables Report repetition frequency,
Select approver(s) from the available user list, then click the forward ‘>’ button.
All chosen approvers gets moved to the selected list (right-end side user list box).
Then click ‘Save’ button.
Aged Payables Reports comprises of payments due in one weeks time as well as overdue payments.
Payment Manager approves/provides payment instructions through the Aged Payables Report.
23Purchase Order
Set Approvers
Initial Set-up
Next section to complete is providing ‘Roster Permission’ to users’.
You can provide Purchase App permission to users’ as per your requirement.
Select a staff type (permanent/contract/external) from the staff type drop-down list.
Select a staff/user role (admin/user) from the staff role drop-down list.
Select the staff/user from the staff drop-down list to assign roster permission.
From the purchase module list that appears, select the modules to assign to the selected staff by ticking
the respective check-boxes, and click ‘Save’ button.
Repeat same process for providing purchase permission to other users.
Once purchase permission have been provided all to users, click ‘Next’ button.
Note: Users’ can only view/access purchase modules provided to them.
24Purchase Order
Permission
Initial Set-up
25Purchase Order
Permission
Budget Set-up
You can set Budget to various components of your Organisation for a specific period.
The various components of an Organisation include:
Branches
Departments
Users
Product Classifications
Product Items
Budget can be set to either Selected components or to All components, as per your business requirement.
26Purchase Order
Budget Set-up
Hierarchical Structure of Organisational Components
27Purchase Order
ORGANISATION
Branch(s)
Department(s)
User(s)Product
Classification
Product Item
Budget Set-up
Getting Started
To set budget click the ‘Budget Setup’ submenu.
You will be directed to the Budget Setup page.
Here, first select the type of budget you would like to set from the Budget Type drop-down.
The various budget types include – Weekly, Monthly, Quarterly and Yearly.
Then based on your selection set your choices & Save.
Once done click ‘Next’ button.
28Purchase Order
Select budget
type to allocate
Select
components to
allocate budget
Budget Set-up
29Purchase Order
If Weekly Budget
Select the date from which the budgeted period.
commences.
Select the number of weeks the budget is set for.
If Quarterly Budget
Select the year during which the budget is set.
Select the quarter from which the budget period
commences.
Select the number of quarters the budget is set for
If Monthly Budget
Select the year during which the budget is set.
Select the month for which the budget is set.
Select the number of months the budget is set for.
If Yearly Budget
Select the year for which the budget is set.
Select the number of years the budget is set for.
Then select the components to allocate budget. You can choose either Selected or All components.
Budget Set-up
Now allocate a budget for the Organisation.
Select the period from the drop-down.
Enter the budget to allocate for the Organisation (for the selected period) & click ‘Add’ button.
The data gets added to the Organisation’s budget grid.
Once done click ‘Next’ button.
30Purchase Order
Select period to
allocate budget
Enter budget to
allocate for
Organisation
Organisation’s
budget grid
Update
Organisation
budget
Budget for Organisation
Budget Set-up
Now allocate budget for the Branch(s).
Select the period from the drop-down.
Select a branch from the drop-down to allocate budget.
Enter the budget to allocate for the selected branch & click ‘Add’ button.
The data gets added to the Branch budget grid.
Repeat process to allocate budget for more branches.
Once done click ‘Next’ button.
31Purchase Order
Branch
budget grid
Budget for Branch(s)
Budget Set-up
Now allocate budget for the Branch(s).
Select the period from the drop-down.
Select a branch from the drop-down.
Select a department from the drop-down to allocate budget.
Enter the budget to allocate for the selected department & click ‘Add’ button.
The data gets added to the Department budget grid.
Repeat process to allocate budget for more departments. Once done click ‘Next’ button.
32Purchase Order
Department
budget grid
Budget for Department(s)
Budget Set-up
Now allocate budget for the User(s).
Select a period, branch and department from respective drop-downs.
Select the user from the drop-down to allocate budget.
Enter the budget to allocate for the selected user & click ‘Add’ button.
The data gets added to the User budget grid.
Repeat process to allocate budget for more users. Once done click ‘Next’ button.
33Purchase Order
User
budget grid
Budget for User(s)
Budget Set-up
Now allocate budget for the Product Classifications.
Select a period, branch and department from respective drop-downs.
Select the classification from the drop-down to allocate budget.
Enter the budget to allocate for the selected classification & click ‘Add’ button.
The data gets added to the Classification budget grid.
Repeat process to allocate budget for more classifications. Once done click ‘Next’ button.
34Purchase Order
Budget for Product Classification
Classification
budget grid
Budget Set-up
Now allocate budget for the Product Items.
Select a period, branch, department and classification from respective drop-downs.
Select the product from the drop-down to allocate budget.
Enter the budget to allocate for the selected product & click ‘Add’ button.
The data gets added to the Product budget grid.
Repeat process to allocate budget for more products.
35Purchase Order
Product
budget grid
Budget for Product Item
Budget Set-up
Budget Revision
a) Revising Budget for a Specific Component
To revise the budget allocated for a specific component,
click ‘Edit’ button besides the component in the respective budget grid.
For example, if you want to increase/decrease the budget allocated for the product ‘Pen’ under IT
Department, click ‘Edit’ besides Sydney > IT > Stationary > Pen in the product budget grid.
Then enter the new budget amount for ‘Pen’ & click ‘Update’ button.
Important:
Budget for All components higher to selected component will automatically get updated, i.e.
increased/decreased. However, budget for components lower to the selected component needs to be
manually updated (increased/decreased) by the user.
36Purchase Order
Budget Set-up
37Purchase Order
Revise the budget
allocated for ‘Pen’
under IT Dept
Enter the new
budget allocated for
‘Pen’ under IT Dept
Budget Set-up
b) Revising the Budget Structure
If you wish to re-select the components to allocate budget
click the ‘Reset’ button.
This will enable the component check-boxes.
38Purchase Order
Budget Set-up
Select components you wish to allocate budget for & click ‘Save’ button.
Repeat same process as explained in previous slides.
Note:
If component selections are differed, the previous budget allocation gets archived.
39Purchase Order
Select
componentsSave new
component
selection
Budget Set-up
Allocating Budget for Subsequent Periods
If you wish to allocate budget for a subsequent period, i.e. for period(s) later to an already set period:
Go to the 1st section ‘Budget’ and from the ‘Allocate budget for’ drop-down list, select the number of
subsequent periods you wish to allocate a budget.
Then click ‘Save’ button.
40Purchase Order
Select number of
subsequent periods
to allocate budget
Save new
period selection
Budget Set-up
The subsequent periods will be listed in the period drop-downs (in following sections).
Repeat same process as explained in previous slides (to allocate budget for various components).
41Purchase Order
Subsequent
periods listed
This completes the PO set-up process
Your Staff can now start using
MBPCloud Purchase App
42Purchase Order
THANK YOU!
Purchase Order
For further information please contact
T : 1300 276 266
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