setup purchase app
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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.
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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.
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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
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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.
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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.
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1. Adding Location(s). 5. Adding User(s).
2. Adding Branch(s). 6. Setting Approver Sets, Sequences, Limits, Approvers.
3. Adding Department(s) and/or Team(s). 7. Assigning Approver Sets to Users.
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.
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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.
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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.
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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.
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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.
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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.
By default, the status of all users added will be active.
If you wish to inactivate a user, un-tick the ‘Active User’ checkbox.
Inactivate an approver (user) when you want to switch PO approval from main approver to assigned
backup approver.
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.
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Add User
Initial Set-up
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Add User
User grid
Initial Set-up
Next section to complete is ‘Approver Sets & Limit’ setting.
You can create any number of approver sets (cycles) and assign them to users.
Users can be assigned one-to-many approver sets.
First create new approver set.
To create a new approver set, select ‘Add New’ from ‘Approver Sets’ drop-down list.
Enter the approver set name and click ‘Add’.
Repeat same steps to add more approver sets.
Once all approver sets have been added, click ‘Close’.
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Approver Sets & Limit
Initial Set-up
Now, select an approver set from the ‘Approver Sets’ drop-down list.
Select a sequence (1-10) from the ‘Sequence’ drop-down list. Sequence is the order in which the PO
approval should take place, 1 being the first and 10 being the last.
Enter the approval limit (PO amount up to which the selected approver is authorised to approve).
Select approver from the ‘Approver Name’ drop-down list.
Select a backup approver for the selected approver from the ‘Backup Approver Name’ drop-down list.
You can add multiple sequences for an approver set, with each sequence having a separate approver.
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Approver Sets & Limit
Initial Set-up
Example:
As per the above example,
Stationary purchase within $500 will go only to Mark for approval. If Mark is inactive (status), then it will
go to Peter.
Stationary purchase >500 and <1000 will first go to Mark, and on his approval will go to David.
Stationary purchases >1000 and <2000 will first go to Mark, second to David, and finally to Henry.
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Approver Set (name): Stationary Purchases
Sequence Approval Limit $ Approver Name Backup Approver
1 500 Mark Peter
2 1000 David Fred
3 2000 Henry Robert
Approver Sets & Limit
Initial Set-up
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Approver Sets & Limit
Initial Set-up
Next section to complete is assigning approver sets to users and setting Approvers for the below PO
modules:
Invoice
Goods
Supplier
Payment
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Set Approvers
Initial Set-up
a. Assigning Approver Sets to Users
You can assign any number of approver sets to users.
User can choose approver sets from the assigned list at the time for raising purchase orders.
Select location from the location drop-down list.
Select a branch from the branch drop-down list.
Select a department\team from the department\team drop-down list.
Select a user position from the position drop-down list.
Select a user from the user drop-down list.
From the approver cycles list, select the cycles/sets to assign to the selected user by ticking the
respective checkboxes, and click ‘Save’.
Repeat same steps to assign approver sets to each user.
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Assign Approver Sets
Initial Set-up
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Assign Approver Sets
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.
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Set Invoice Approver
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.
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Set Goods 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.
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Set Supplier Approver
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.
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Set Payment Approver
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.
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Permission
Initial Set-up
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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.
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Budget Set-up
Hierarchical Structure of Organisational Components
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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.
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Select budget
type to allocate
Select
components to
allocate budget
Budget Set-up
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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Budget Set-up
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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.
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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.
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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.
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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).
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Subsequent
periods listed
This completes the PO set-up process
Your Staff can now start using
MBPCloud Purchase App
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THANK YOU!
Purchase Order
For further information please contact
T : 1300 276 266
E : support@mbpcloud.com
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