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Purchase Order (US)

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A fully customizable online purchase order system that allows you to create, approve & manage purchase orders and invoices with ease.

A fully customizable online purchase order system that allows you to create, approve & manage purchase orders and invoices with ease.

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    Purchase Order (US) Purchase Order (US) Presentation Transcript

    • Purchase Order System
    • Cloud Purchase Order SystemA fully customizable online purchase order system that allows you to create, approve & manage purchaseorders and invoices with ease. A broad view of your entire purchasing process is provided from a singleintegrated system.Send quotations to multiple suppliers; add new suppliers to the approved suppliers list. Quotations can directlybe converted to PO’s. The frequency for recurring PO’s can be set the first time the order is made. Track yourinvoice, status of goods, received, accepted and paid.Automated Emails triggered to requester, approver & supplier requesting approvals & notifying current status.Use standard purchase order T&C. All terms & conditions are fully custamisable as per your requirement.Also, we manage some of your accounts payable process.
    • Getting StartedLogin, click “Purchase” app icon in MBPCloud home page.You’ll be directed to the submenus on the Purchase page, as shown in figure below. 1 7 2 8 3 9 4 10 5 6
    • Request a QuoteYou can request for PO quotes from multiple suppliers at the same time.Click “Quotation Request” in Purchase page to request for a quotation, as shown in figure below.
    • You will be directed to the online quotation request form, as shown below.Complete requester & product details. Click to add products to reques t list Products requested Update product detail Rem ove product from list
    • You can request quotes for more than one product at a time.You can request quotes from multiple suppliers at a time.After requester & product details, select supplier(s) from the supplier drop-down list.If your preferred supplier is not there in the existing approved supplier list, you can add newsuppliers; which will be included in the approved suppliers list upon approval (refer slide 25). Choose supplier from drop-down lis t Add chosen supplier Add new suppli er, if preferred supplier is not in list Confirm your quotation request
    • Once you have confirmed your quotation request, you will be directed to the below page, wherein youneed to enter the delivery address.The quotation request submitted will be sent to all suppliers you have chosen via email.You can attach your own T&C along with the given standard purchase order T&C. Click here t o attach your own T&C Click to send your request
    • View Complete Quotation ListTo view your all your quotations, click “Quotation List” in Purchase page.You will be directed to the below page which will list all your quotation requests & its current status.Based on the quotes sent by suppliers, convert a quotation of your choice to purchase order.
    • Converting Quotation to POTo convert a quotation to purchase order, click “Edit” button besides the quote you want to convert inthe Quotation List . Click here to convert quote to POYou will be directed to the pre-populated purchase order request form, with details captured fromyour quotation request.Enter price details of each of your selected product, & confirm your PO.
    • Cl ick here to enter price detai ls Select unit from drop-down list Enter product price per unit Click to confirm your PO request Cl ick here to add price detai lsOnce you have confirmed your quotation request, you will be directed to the below page, wherein youneed to enter the delivery address.The quotation request submitted will be sent to all suppliers you have chosen via email.You can attach your own T&C along with the given standard purchase order T&C.
    • Confirm your delivery address.Choose approver for the purchase order, & submit your request.On submission, PO goes to the manager for approval. Select PO approver S ubmit your P O Save your PO request details & subm it latter
    • Directly Raise POYou can also directly raise a purchase order without requesting a quote by clicking “Purchase OrderRequest” in Purchase page.Complete purchase order request form & Submit.
    • PO Approval by ManagerOnce the purchase order request has been submitted, it goes to the manager for approval.Manager Approves/Declines the PO through the Purchase Order Request List.Manager can also raise a question pre/post PO approval or decline.Click “Purchase Order Request List” in Purchase page, as shown in figure below.You will be directed to the below page which will list all your PO requests & its current status. Approve PO View P O detai ls
    • “View” button in PO Request List takes you to the request details page, as shown below. Enter query regarding request here Rai se query regardi ng request Approve PO request Decl ine PO request Sel ect user to s end query
    • PO Send to SupplierOnce Manager Approves/Declines the purchase order, an email is sent to the Requester intimating them onthe same.“Click Here” in email directs to the PO Request List. View PO detail s
    • “View” button in PO Request List takes you to the request details page.Clicking “Send to Supplier” button forwards manager approved PO to supplier for acceptance. Click here t o send PO to suppli er
    • PO send to a supplier can also be re-send to a different email address, as shown in figures below.This is if the supplier has changed their email address, hasn’t received the PO, or wants to send the PO toanother email account for approval. Click here to change suppl ier email address E nter s uppl ier new Click to update em ail address suppl ier new email address
    • Once send, Supplier receives a request via email to accept the PO.Supplier can directly Approve/Decline the PO through buttons provided in the email.If the supplier doesn’t action the PO within 48 hours, then the PO will automatically get cancelled. Accept P O Decline PO
    • Payment Details Updated by Invoice Manager & Approved by Payment Manager Once supplier accepts the PO, an automatic email is sent to the Invoice Manager intimating on the same. “Click Here” in email directs to the PO Request List. PO Status is updated through PO Request List. Status is updated to “received” once Invoice Manager receives the invoice.Status updated
    • Invoice Manager attaches the invoice & updates payment details, and sends it to the PaymentManager for approval. Attach i nvoice here Confirm if partial or full paym ent Confirm if i nvoice m atches PO Send paym ent detai ls to Payment M anager for approval
    • Payment Manager Approves/Declines the payment details. Approve paym ent Rej ect paym entOnce payment details are approved, an automatic email is sent to the Invoice Manager & PO status isupdated to “paid”.
    • Goods Manager Confirms GoodsOnce the ordered goods are delivered, the final payment is made.However, payment can also be made prior to goods delivery.On receiving the goods, Goods Manager confirms if goods received matches with PO.On confirmation, PO status is updated to “received”. M ake confi rm ation
    • Requester Confirms GoodsOn confirmation from goods manager, the Requester confirms if the goods accepted matches with PO.On confirmation, PO process ends & status is updated to “closed”. Make confirm ation
    • View All Your PO’sTo view your all your purchase orders, click “Purchase Order Request List” in Purchase page.You will be directed to the below page which will list all your PO requests & its current status.
    • Add New SuppliersYou can add your preferred supplier to our approved suppliers list.To add a new supplier, click New Supplier for the Approved Supplier List in Purchase page.You’ll be directed to Supplier Details Form .
    • Complete supplier details & Submit.On approval, the new supplier will be included in the approved supplier list. Approved suppli er list
    • Aged Payables ReportAged Payables Report can be pre-set by the Client Admin, as shown below.Based on the setting a summary report on all outstanding payments for invoices received will be sendto the concerned person.You can set recurrence pattern of the report, start date, and select users to whom report is to be sent. Recurrence Pattern Recurrence Peri od Recurrence Start Day/Date User(s) to s end report
    • The aged payables report will be sent to the recipient(s) via email, as shown below. Vendor Invoice Date invoice Due date on Amount to Invoice Longest SI.No outstanding name number received invoice be paid ($) Authorisation invoice days 1 RMX Ltd P0001119 20/12/2012 27/12/2012 137.50 Steve 30 Office 2 P0001118 18/12/2012 25/12/2012 250.00 Steve 15 Supplies 3 Work Mart P0001117 15/12/2012 25/12/2012 500.00 Steve 30 4 ABC Pty Ltd P0001116 15/12/2012 23/12/2012 450.50 Steve 30 5 CompuBuy P0001115 14/12/2012 23/12/2012 650.00 Steve 15
    • THANK YOU!For further information please contact us:Telephone : 1300 276 266Email : support@mbpcloud.com