Purchase Order System (single user)

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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 System (single user)

  1. 1. Purchase Order 1Purchase Order Web based app that allows you to create, approve & manage PO‟s with ease.
  2. 2. This KnowHow Explains  Overview  PO Sections & Process Flow  Steps to be followed 2Purchase Order
  3. 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.  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. 4. PO Sections & Process Flow 4Purchase Order A. PO Sections PO process involves the following sections:  Supplier  PO Request  Invoice Management  Goods Management  Payment
  5. 5. PO App Process Flow B. Process Flow 5Purchase Order Add New Supplier(s) Approve Supplier(s) Supplier(s) Added to „Approved Supplier List’ Supplier a Request Quote from Supplier(s) PO Request Section a Supplier(s) sends Quote Quote Converted to PO PO send to Supplier Supplier Accepts PO & sends Invoice b Contd..
  6. 6. PO App Process Flow 6Purchase Order Invoice Management Goods Management Attach Invoice to PO Invoice & PO Amount Matchedb c d Parallel Process Goods Received & Matched with POc Goods Accepted Aged Payables Report triggered on scheduled day Payment d Payment Instruction provided Payment Status updated based on instruction received Process Ends
  7. 7. Steps to be followed Once you have logged into MBPCloud www.mbpcloud.com click the Purchase app icon You will be directed to the below page. 7Purchase Order
  8. 8. Steps to be followed To add your preferred supplier(s), click the “New Supplier Request” submenu.  You will be directed to the New Supplier Request form.  Complete new supplier details, add products provided by the supplier & submit. 8Purchase Order Supplier Section Go to other PO submenus
  9. 9. Steps to be followed Once submitted, you will receive an automated email requesting approval of the new supplier added. 9Purchase Order Supplier Section
  10. 10. Steps to be followed click here link in e-mail directs to the supplier details page.  You can approve/decline the new supplier through the Approve/Decline buttons provided in this page. The status will be updated in the Supplier List. 10Purchase Order Supplier Section Approve/Decline new supplier Click to view supplier details
  11. 11. Steps to be followed The approval response is auto-triggered to you via e-mail. Once suppliers have been added to the Supplier List, you can either:  request for a quote from multiple suppliers and then convert a quote of your choice to PO, or  directly raise a PO without requesting a quote. 11Purchase Order Supplier Section
  12. 12. Steps to be followed In the following section, we will be talking about how to send a quote request to multiple suppliers, and there on converting them to a PO. To send a quotation request to multiple suppliers, click the “Quotation Request” submenu.  You will be directed to the Quotation Request Form.  Complete request details, product details, select supplier(s), attach associated documents, enter delivery address & submit.  The request is sent to chosen supplier(s) via e-mail. 12Purchase Order PO Request Section
  13. 13. Steps to be followed 13Purchase Order PO Request Section Request Details Quotation Request Contd..
  14. 14. Steps to be followed 14Purchase Order PO Request Section Product Details Contd.. Click to add product(s) to your list Product list
  15. 15. Steps to be followed 15Purchase Order PO Request Section Supplier Details Associated Attachments Contd.. Select supplier from drop-down list to sent quote request Click to add supplier selected Click here if preferred supplier is not in supplier drop-down list
  16. 16. Steps to be followed 16Purchase Order PO Request Section Delivery Details Save request details & send latter Click to populate same address as entered in Client Business Details Form Send quote request to supplier(s) Quotation requests submitted will be added to the Quotation Request List.
  17. 17. Steps to be followed Supplier(s) receive an e-mail comprising of the quote request details. 17Purchase Order PO Request Section
  18. 18. Steps to be followed Once you receive quotes from suppliers, you can directly convert a quote request to a PO.  This can be achieved through the Quote Request List.  In the list click the “Edit” button besides the chosen quote to convert to PO.  On doing so you will be directed to the Purchase Order Request Form.  The PO request form will be auto-populated with details from Quotation Request Form.  However, certain sections like product price details need to be completed.  You can also attach price comparison & quote to the PO (if required). Note: If you don’t require sending quote requests and converting them to a PO, you can directly raise a PO by clicking the “Purchase Order Request” submenu under Purchase App & completing the Purchase Order Request Form. 18Purchase Order PO Request Section Convert quote to PO
  19. 19. Steps to be followed 19Purchase Order PO Request Section Product Price Click to add product price details Enter product price details
  20. 20. Steps to be followed 20Purchase Order PO Request Section Attachment Price comparison, Quote
  21. 21. Steps to be followed Once these details have been filled, raise the PO. PO status is updated in the PO Request List 21Purchase Order PO Request Section Click to raise PO
  22. 22. Steps to be followed Send PO to Supplier by clicking on the “Send To Supplier” button in the PO Request Form. 22Purchase Order PO Request Section Click to send PO to supplier
  23. 23. Steps to be followed Supplier receives e-mail comprising of the PO details.  The PO can be accepted or declined through the Accept/Decline buttons provided in the e-mail. 23Purchase Order PO Request Section Click buttons to either accept/decline PO
  24. 24. Steps to be followed Requester then receives PO acceptance response from Supplier via e-mail. PO accepted by Supplier status get updated in the PO Request List. 24Purchase Order PO Request Section
  25. 25. Steps to be followed Once the PO has been accepted by the Supplier & invoice received, attach the invoice in the PO Request Form. 25Purchase Order Invoice Section Attach Invoice here
  26. 26. Steps to be followed After attaching invoice, check if the invoice (amount) matches with PO (amount). a) If invoice matches with PO, click the “Yes” radio button & then click “Update” button. 26Purchase Order Invoice Section Select ‘yes’ if invoice amount matches with PO Click to update Invoice matched status
  27. 27. Steps to be followed b.1) If invoice doesn‟t match with PO, click the “No” radio button.  Either accept or reject the received invoice by clicking either “Yes” or “No” radio buttons.  If you accept the received invoice, click “Yes” radio button, then enter the new invoice amount and send for approval by clicking the “Request for Approval” button.  You receive the approval request via e-mail. 27Purchase Order Invoice Section Select ‘no’ if invoice amount mismatches with PO Click to send new PO amount for approval Enter new PO amount (as given in invoice) Click to accept amount as in invoice received
  28. 28. Steps to be followed b.2) If invoice doesn‟t match with PO, click the “No” radio button.  If you don’t accept the received invoice, click “No” radio button, then enter the reason why your not accepting the received invoice in the comments section.  You can send your reason to the Supplier by clicking the “Yes” radio button besides [Send to Supplier] field and then click “Update” button.  The request is sent to the Supplier via e-mail. 28Purchase Order Invoice Section Click to reject invoice received Send rejection (reason) to supplier Click to update Invoice mismatch status
  29. 29. Steps to be followed Once the invoice is matched the status is updated in the PO Request List. And, Requester receives an email notifying that the invoice has been updated in the PO Request Form. 29Purchase Order Invoice Section
  30. 30. Steps to be followed Once the invoice has been matched 2 parallel process takes place:  Goods Management, and  Payment. (a) Regarding Goods, you receive an automated email on goods delivery. 30Purchase Order Invoice Section
  31. 31. Steps to be followed click here link in email directs to the PO Form, where goods received need to be matched with the PO (Explained further in Slide 33). (b) Regarding Payment, you receive information on payment instruction via email. 31Purchase Order Invoice Section
  32. 32. Steps to be followed click here link in email directs to the PO Form, where payment instruction can be provided in advance before the Aged Payables Report is generated (on the scheduled day). 32Purchase Order Invoice Section
  33. 33. Steps to be followed Goods Management click here link in email regarding Goods directs to the PO Form.  Check if the goods received matches with the PO raised, through the Yes/No radio buttons provided.  Then update the goods matched status by clicking the “Update” button. 33Purchase Order Goods Management Click to update goods matched status Click either of the buttons to confirm whether goods received matches PO
  34. 34. Steps to be followed a) If “Yes”, i.e. goods matches with PO, then PO status will be updated to “goods received”. Then you will receive Goods received notification via email. 34Purchase Order Goods Management
  35. 35. Steps to be followed click here link in email to directs to the PO Form.  Confirm if the goods accepted matches with the PO or not, through the Yes/No radio buttons provided and then clicks “Update” button. 35Purchase Order Goods Management Click either of the buttons to confirm whether goods accepted matches PO
  36. 36. Steps to be followed If goods received matches PO, then the PO status will be updated to “goods accepted”. If goods received doesn’t match with PO, then the discrepancy on goods received will be sent to the Supplier as an email message. b) If “No”, i.e. goods mismatches with PO, then PO status will be updated to “goods unacceptable”.  If goods are delivered partially, then enter the quantity received.  You can raise goods discrepancy issue to Supplier.  Then update the goods mismatch status by clicking the “Update” button. 36Purchase Order Goods Management
  37. 37. Steps to be followed 37Purchase Order Goods Management Enter issue here Send issue too supplier Click “no” if goods mismatches with PO
  38. 38. Steps to be followed Goods mismatch notification triggered to Supplier via email. 38Purchase Order Goods Management
  39. 39. Steps to be followed Payment Payment instruction for PO’s can be provided either through:  the Aged Payables Report that gets (auto) generated as per schedule, or  prior to receiving Aged Payables Report, through the click here link provided in the payment instruction email. Three types of payment instructions that can be provided include: 39Purchase Order Payment Full Refers to pay the full PO amount. Partial Refers to pay only a partial of the PO amount as given. Decline Don’t pay the PO amount.
  40. 40. Steps to be followed click here link in the payment instruction email directs to the PO Form, wherein the payment information section is provided. To instruct a Full payment of PO, click “full” radio button & then the “Update” button. 40Purchase Order Payment Click to instruct full PO payment
  41. 41. Steps to be followed To instruct a Partial payment of PO, click “partial” radio button . Enter the partial amount to be paid, & then the “Update” button. 41Purchase Order Payment Click to instruct partial PO payment Enter partial amount to pay
  42. 42. Steps to be followed To Decline payment of PO, click “decline” radio button. 42Purchase Order Payment Click to instruct partial PO payment
  43. 43. Steps to be followed  All declined payments will be temporarily archived.  Archived payments can be restored back latter .  Declined payments will no longer be listed in the Aged Payables Report until they are restored back. 43Purchase Order Payment Click to restore back this PO to initiate payment
  44. 44. Steps to be followed You receive payment instructions via email. click here link in email directs to the PO Form wherein you can update the payment status. 44Purchase Order Payment
  45. 45. Steps to be followed Once the payment is made, click the “Paid” button besides the amount that has been paid. 45Purchase Order Payment Click to update payment status
  46. 46. Steps to be followed The payment status gets updated – in payment information section, as shown below. 46Purchase Order Payment Payment status updated
  47. 47. Steps to be followed Apart from the payment method explained, payment instructions can also be provided through the Aged Payables Report. The Aged Payables Report comprises of payments that are:  Due in one weeks time, and  Overdue. This report will be auto-generated by the system and triggered to you via email on the scheduled day. 47Purchase Order Payment
  48. 48. Steps to be followed Sample Aged Payables Report  Payment instructions are provided through the “Full”, “Partial” and “Decline” buttons provided in the report (same steps as explained in previous Slides). 48Purchase Order Payment Click to provide payment instruction
  49. 49. Steps to be followed  To have the Aged Payables Report resend to your prior to the scheduled day, click the “click here” button besides “To resend this report to you”.  You will be directed to the resend request history page, as shown below.  This page displays your entire resend history.  Here, enter the date & time when you want the Aged Payables Report resend to you, & click the “Resend” button. 49Purchase Order Payment Request fulfilled Request pending Click to submit resend request Enter timeEnter date
  50. 50. Steps to be followed Purchase Order Closed PO will be closed when,  Goods received has been accepted, and  Full payment has been made. Once closed, the status will be updated in the PO Request List. 50Purchase Order Final Status “PO Closed” PO Closed
  51. 51. Process Ends 51Purchase Order
  52. 52. THANK YOU! Purchase Order For further information please contact T : 1300 276 266 E : support@mbpcloud.com Follow us

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