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

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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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