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  • 1. Purchase Order 1Purchase Order Web based app that allows you to create, approve & manage PO’s with ease.
  • 2. This KnowHow Explains  Overview  Initial Set-up  Budget Set-up 2Purchase Order
  • 3. 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
  • 4. 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
  • 5. 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
  • 6. 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
  • 7. 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
  • 8. 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
  • 9. 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
  • 10. 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
  • 11. 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
  • 12. 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
  • 13. 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
  • 14. 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
  • 15. Initial Set-up 15Purchase Order Add User User grid
  • 16. 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
  • 17. Initial Set-up 17Purchase Order Set Approval Limit Approval Limit grid
  • 18. 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
  • 19. 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
  • 20. 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
  • 21. 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
  • 22. 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
  • 23. 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
  • 24. 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
  • 25. Initial Set-up 25Purchase Order Permission
  • 26. 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
  • 27. Budget Set-up Hierarchical Structure of Organisational Components 27Purchase Order ORGANISATION Branch(s) Department(s) User(s) Product Classification Product Item
  • 28. 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
  • 29. 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.
  • 30. 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
  • 31. 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)
  • 32. 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)
  • 33. 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)
  • 34. 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
  • 35. 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
  • 36. 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
  • 37. Budget Set-up 37Purchase Order Revise the budget allocated for ‘Pen’ under IT Dept Enter the new budget allocated for ‘Pen’ under IT Dept
  • 38. 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
  • 39. 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 components Save new component selection
  • 40. 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
  • 41. 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
  • 42. This completes the PO set-up process Your Staff can now start using MBPCloud Purchase App 42Purchase Order
  • 43. THANK YOU! Purchase Order For further information please contact T : 1300 276 266 E : support@mbpcloud.com Follow us