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Al Shirawi Group of Companies OIC

ASECO and associated companies

PURCHASING
TRAINING MANUAL

Author:

Manoj Marada

Creation Date:

20-Jan-2008

Last Updated:
Document Ref:

ASG_SD_ASECO_PO_V1.0

Version:

1.1

Document Control
Change Record
3

Date

Author

Version

01-JAN-08

Manoj

1.1

Change Reference

Reviewers

Name

Position

PK

Project Manager

Distribution

Copy
No.

Name

Location

1
2
3
4

Library Master

Project Library
Project Manager

Note To Holders:
If you receive an electronic copy of this document and print it out, please
write your name on the equivalent of the cover page, for document
control purposes.
If you receive a hard copy of this document, please write your name on
the front cover, for document control purposes.

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Contents

Document Control.......................................................................................ii
1.

Create Purchase Requisition for inventory item...............................5

2.

Create Purcahse Requiistion for expense item..............................13

3.

Create RFQ....................................................................................20

4.

Enter Quotations, analyze quotations...........................................29

5.

Create PO for inventory item.........................................................46

6.

Create PO for expense item...........................................................63

7.

Auto create Standard PO from approved quote.............................72

8.

Create Blanket Purchase Agreement from standard quotation......76

9.
Create Blanket release from approved Purchase Requisition
referencing BPA......................................................................................... 88
10.

Create SPO from Purchase Requisition..........................................94

11.

Modify PO already approved........................................................107

12.

Define Approved Supplier List.....................................................111

13.

Enter Shipment Details in PO......................................................117

Purchase requisition hierarchy used in this manual:

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ASECOED (More than 20000 AED)

ASECO GM (Up to 20000 AED

ASECOPRODNMGR

ASECOUSER
(Buyer)

ASECOPRODNUSER

Purchase order hierarchy used in this manual:

ASECOFINANCE
(For LC, Forex and
advance payment

ASECOED (More than 20000 AED)

ASECOGM (Up to 20000 AED)

ASECOUSER (Buyer)

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1. Create Purchase Requisition for inventory item


User name: ASECO PRODN USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase requisition> Purchase requisition

Enter Item, Qty,


Need By Date,
Organization, and
Location and
Save.

To view previous purchases:


Click on Catalog button to view the details of previous purchases. Clear the Supplier and site
fields and click on Find button.

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Clear the
supplier
and site

Click on
Find
button

Click on the Prior purchases tab and see the quantity, unit price, etc.

View the
prior
purchases
details

Click on
Prior
purchase
s

Close the Catalog window.

To attach a document:
Click the Attachments icon on the tool bar. Enter details as given below. Select the File as required.

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Enter Category
and Data type

After
attaching file,
click on Yes
button

To forward the Purchase requisition:


Click on Approve button. In the Approval window, enter notes the superior, if required and click
on OK button.

Enter Notes

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To see the status of the Purchase requisition:


Navigation: Requisition>Requisition summary
Enter the Requisition number and query.

Status is In
process

To see the action history:


Click the particular line and Tools>Action history.

Requisition is
with ASECO
PRODN
MANAGER

To view the Notification and forward to GM:

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User name: ASECO PRODN MGR


Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on this
line to view
notification

Click the notification. New window opens.

Enter notes to the approver if required and then click Approve button.

2. After
selecting the
approver
and entering
Notes, click
on Approve
button

1. Enter Notes

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To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
requisition
number to
view
Notification

Notification opens. View the details and approve.

Click on
Approve button

To view the status of the requisition:

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User name: ASECO PRODN USER


Responsibility: ASECO Purchasing Super User
Navigation: Purchase requisition> Purchase requisition

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Requisition
status =
Approved

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2. Create Purchase Requisition for expense item


User name: ASECO PRODN USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase requisition> Purchase requisition

Enter Line
type, Item,
qty and
need by
date

Enter
organization
, location
Click on Distribution Button to view the accounts. Change the expense account if required.

View qty and


Expense account

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To attach a document:
Click the Attachments icon on the tool bar. Enter details as given below. Select the File as required.

Enter Category
and Data type

After
attaching file,
click on Yes
button

To forward the Purchase requisition:


Click on Approve button. In the Approval window, enter notes the superior, if required and click
on OK button.

Enter Notes

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To see the status of the Purchase requisition:


Navigation: Requisition>Requisition summary
Enter the Requisition number and query.

Status= in
process

To see the action history:


Click the particular line and Tools>Action history.

Requisition is
with ASECO
PRODN
MANAGER

To view the Notification and forward to GM:


User name: ASECO PRODN MGR
Responsibility: ASECO Purchasing Super User

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Navigation: Notification summary

Click on the line


having the current
requisition number

2. After
entering
Notes, click
on Approve
button

1.
Enter
Notes

To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

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Click on the
line having
the current
requisition
number to
view
Notification

Notification opens. View the details and approve.

Click on
Approve button

To view the status of the requisition:


User name: ASECO PRODN USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase requisition> Purchase requisition

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Requisition
status =
Approved

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3. Create RFQ
User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Auto create
Clear the Buyer name, enter requisition number and click on Find button.

1. Enter
requisition
number
2. Clear
the name

3. Click
on Find
button

Auto-create Document window opens

3. Click on
Automatic
button

1. Select
the check
box

2. Select
document
type-RFQ

New Document window opens.

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1. Select
RFQ type

2. Click on
Create
button

RFQ window opens.

1. Enter
Due date
2. Enter
Effectivity
dates

3. Click on
Shipments
button to view
shipments

Shipments window opens. View the details and close this window.

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Click on
Suppliers
button to
select
suppliers

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RFQ Suppliers window opens. Select suppliers and close the window.

Select
suppliers
and sites
from LOV
Close the RFQ suppliers window

Click on
Terms
button

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1. View /
alter
Payment
terms.

Enter
Notes to
supplier

Close this window.

To attach a document:
Click the Attachments icon on the tool bar. Enter details as given below. Select the File as required.

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Enter Category
and Data type

Change
status to
Active and
save

Note down the RFQ number.

To view the RFQ report:


Navigation: Reports>Run

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Click on
OK
button

Enter the
report
name

Enter
parameter
s

Click on
OK
button

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Click on
Submit
button

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4. Enter Quotations, analyze quotations


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: RFQs and quotations> RFQs
Query with the RFQ number. View the RFQ that was created before.

Enter the
RFQ
number

2. Click on
find
button

RFQ window opens.

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Click Tools> Copy


document

Copy Document" window opens.

2. Click on
OK
button

1. Enter Action,
type, supplier and
site

Note window appears. Accept the Note by clicking on the OK button. Quotation window opens.

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2. Change
the status
to Active

1. Change the
price from
1125 AED to
1150 AED

3. Click on
Shipment
s button

View the shipment details and close the window. Save the quotation. Close the quotation window.

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Click Tools> Copy


document

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2. Click on
OK
button

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1. Enter Action,
type, supplier and
site

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Click on
OK
button

Quotation is created.

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2. Change
the status
to Active

1. Change the
price from
1125 AED to
1100 AED

3. Click on
Shipment
s button

View the shipment details and close the window. Save the quotation. Close the quotation window.

Click on Terms button and view the terms and condition.

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Change the
payment
terms to
Immediate

Close the Terms window, save the quotation and close the window.

Click Tools> Copy


document

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2. Click on
OK
button

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1. Enter Action,
type, supplier and
site

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Click on
OK
button

2. Change
the status
to Active

1. Change the
price from
1125 AED to
1050 AED
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Save the quotation and close the window.


Quotation analysis:

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Navigation: RFQs and Quotations> Quote analysis

Click on
Find
button
Enter RFQ
number

Quote analysis window opens with all the 3 quotations details.

View and
compare
the details

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2. Click on
this button

1. Select
the best
quote

1. Enter
type and
reason

Click on
OK

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Click on
OK

Best quotation has been approved.

View the
approved
quotation
details.

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5. Create PO for inventory item


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation : Purchase orders > Purchase orders
Purchase order window opens.

1. Select
type

3. Click on
DFF

2. Select
Supplier
and site

DFF window opens.


2. Click on
OK
button.

1. Enter
PO type
and Job
number
Close the DFF window.

To view previous purchases:

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Click on
Catalog
button

1. Enter
item code

Click on
Find
button

Catalog window opens.

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1. Click on
Prior
purchases
tab

2. View the
previous
purchase
details
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Click here
to close
catalog

1. Enter
item, qty,
need by
date

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2. Click on
terms
button

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View/ alter
payment,
freight, etc

Enter
notes to
supplier

Close terms window and click on Shipment button.

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Split the
shipments
to different
dates

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1. View the
Inventory
material
account

2. Click on
Distributions
button

Close Distributions and Shipments windows.

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To attach a document:
Click the Attachments icon on the tool bar. Enter details as given below. Select the File as required.

Enter Category
and Data type

Attach the required file.


Save the PO.

Note down
the PO
number

To forward the Purchase Order:

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Click on Approve
Button. In the Approval window, enter notes the superior, if required and click on OK button.

Enter Notes

To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

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Click on Open
Document to view
prior purchases

PO document opens.

Click on
Catalog
button

Click on
Yes
button

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Click on
find
button

1. Click Prior
purchases tab
2. View the
details

Click this
button to
close

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Click on
Approve
button

Document is approved,

To confirm the PO approval:


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click the line View


the approval

To confirm PO approval & copy the approved PO and create new PO:
Navigation: Purchase Orders> Purchase Order summary
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1. Enter
PO number

2. Click on
Find
button

PO status is
Approved

Select the line and Tools> Copy document.

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Click on
OK
button

New PO is created.

Click on
Approve
button

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1.
Enter
notes

Click on
OK
button.

Document is forwarded for approval.

User name: ASECO GM


Responsibility: ASECO Purchasing Super User
Navigation: Notification summary
Click on the
notification line

Notification opens.

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Click on
Approve
button

Po is approved.

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6. Create PO for expense item


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase orders > Purchase orders
Purchase order window opens.

1. Select
type

3. Click on
DFF

2. Select
Supplier
and site

2. Click on
OK
button.

1. Enter
PO type
Close the DFF window.
Click on Currency button.

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1. Click on
Currency
button

1. Enter
item, qty,
need by
date

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2. Enter
currency
and Rate
type

2. Click on
terms
button

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View/ alter
payment,
freight, etc

Enter
notes to
supplier

Close terms window and click on Shipment button and then Distributions window.

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1. View /
alter the
Expense
account

Close Distributions and Shipments windows.


Note down
Save the PO.
the PO
number

To forward the Purchase Order:

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Click on Approve
Button. In the Approval window, enter notes the superior, if required and click on OK button.

Enter Notes

To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

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1. Click on
torch light,
select the
approver

2. Enter
Notes

3. Click on
Forward
button

To view the Notification and approve:


User name: ASECO FIN
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

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Click on
Approve
button

To confirm the PO approval:


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click the line View


the approval

To confirm the PO approval:


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Navigation: Purchase Orders> Purchase Order summary

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1. Enter
PO number

2. Click on
Find
button

PO status is
Approved

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7. Auto create Standard PO from approved quote


User name: ASECO USER
Responsibility: ASECO Inventory Super User
Navigation: Cost> Item cost

1. Enter
item

2. Click on
Find
button

View the current


average cost of
the item

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To create Standard Purchase order from approved quote:


Responsibility: ASECO Purchasing Super User
Navigation: RFQs and Quotations > Quotations
Query for the approved quotation number. The quotation appears.

Go to Tools > Copy Document.

Enter
Document
type

Click on
OK
button

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Click on
OK
button

Standard purchase order is created.

Note down
the PO
number

Click on
Approve
button

The document will be forwarded to ASECO GM. He will be approving the document through
Notification summary.

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8. Create Blanket Purchase Agreement from standard


quotation
User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Auto create
1. Enter
approved
PR number

2. Click on
Find
button

Auto creates document window opens.

1. Select
the line

2. Select
Document
type

Click on
Automatic
button

New document window opens.

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1. Select
RFQ type

2. Click on
Create
button

1. Enter
Due date
3. Enter
Effectivity
dates
2. Click
Check box

4. Click on
Suppliers
button to
select
suppliers

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'RFQ Suppliers' screen will open.

Select
supplier
and sites
from LOV

Close the RFQ suppliers window

Change
status to
Active and
save

"Save' the form. Note down the RFQ number.

To enter quotations received from supplier:

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Navigation: RFQs and quotations> RFQs


Query with the RFQ number. View the RFQ that was created before.
RFQ window opens.
Go to Tools menu in the Tool Bar, Click "Copy" document. Copy Document window opens

2. Click on
OK
button

1. Enter Action,
type, supplier and
site

Click on
OK
button

Quotation window opens.

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1. Change
the status
to Active

2. Click on
Approve
button after
saving the
Quotation

"Approve Entire quotation" window opens

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1. Enter
type and
reason

Click on
OK

Click on
OK

Quotation has been approved.

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Go to Tools menu in the Tool Bar, Click Copy document.

Copy Document window opens

View
Document
type

Click on
OK
button

Blanket Purchase agreement window opens.

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Enter agreed
amount here

Click on
Price
breaks
button

View the Price details and close the window.


Click on "Terms" Button and view the details
.

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Close Terms window.

Click on
Approve
button

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Click on
OK
button

The document will be forwarded to ASECO GM. He will be approving the document through
Notification summary.

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9. Create Blanket release from approved Purchase Requisition


referencing BPA
User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Auto create
1. Enter
approved
PR number

2. Click on
Find
button

1. Select
the line

2. Select
Document
type

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Click on
Automatic
button

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New document window opens.

Enter BPA
number

2. Click on
Create
button

Click on
Distribution
button

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Viewed the Distributions


Click Agreement button and view the details

Close the Agreement window

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Click on
Approve
button

Click on
OK
button

The document will be forwarded to ASECO GM. He will be approving the document through
Notification summary.

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1. Enter
PO number

Select this check

2. Click on
Find
button

Blanket
release status
is Approved

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10.

Create SPO from Purchase Requisition

To create a Purchase requisition:


User name: ASECO PRODN USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase requisition> Purchase requisition

Enter Item, Qty,


Need By Date,
Organization, and
Location and
Save.

Save the requisition.

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Note down
the
number

Click here
to approve

Enter Notes
Click here
to approve

To view the Notification and forward to GM:

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User name: ASECO PRODN MGR


Responsibility: ASECO Purchasing Super User
Navigation: Notification summary
Click on this
line to view
notification

2. After
entering
Notes, click
on Approve
button

1. Enter Notes

To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

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Click on the
line having
the current
requisition
number to
view
Notification

Click on
Approve button

To create Standard PO from approved Purchase requisition:


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Auto create

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Clear this
name

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1. Enter
approved
PR number

2. Click on
Find
button

1. Select
the line

2. Select
Document
type

Click on
Automatic
button

New document window opens.

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2. Click on
Create
button

Select
Supplier
and site

Click on Shipments and Terms button and view the details. And click on Approve button to
approve the PO.

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Enter Notes

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To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

Click on
Approve
button

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To confirm the PO approval:


User name: ASECO USER
Responsibility: ASECO Purchasing Super User
Navigation: Purchase Orders> Purchase Order summary
1. Enter
PO number

2. Click on
Find
button

PO status is
Approved

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11.

Modify PO already approved

User name: ASECO USER


Responsibility: ASECO Purchasing Super User
Navigation: Purchase Orders> Purchase Order summary

1. Enter
PO number

2. Click on
Find
button

1. Select
the line

2. Click on
Open
button

PO opens. Note down the PO number, revision and the status.

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Change
the qty

Save the document.

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2. Click on
OK
button

New
Revision
number
appears

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Click on
OK
button

The document will be forwarded to ASECO GM. He will be approving the document through
Notification summary.

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12.

Define Approved Supplier List

User name: ASECO USER


Responsibility: ASECO Purchasing Super User
Navigation: Supply Base> Approved supplier list

Select the
item

Select
status

2. Select
Supplier
and site

Save and close the window.


To create purchase order
Navigation: Purchase orders > Purchase orders

1. Select
type

2. Select
Supplier
and site
Click on
Shipments
button

3. Enter
item, qty,
need by
date

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Click on
Receiving
controls

Document Control

Save the PO.


Error message displayed that the supplier is not in the approved supplier list.

Accept the error message.

2. Select
approved
Supplier
and site

Click on
Approve
button

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Click on
OK
button

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To view the Notification and approve:


User name: ASECO GM
Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

Click on
Approve
button

Notification forwarded to ED.

To view the Notification and approve:

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User name: ASECO ED


Responsibility: ASECO Purchasing Super User
Navigation: Notification summary

Click on the
line having
the current
PO number
to view
Notification

Click on
Approve
button

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13.

Enter Shipment Details in PO

User name: ASECO USER


Responsibility: ASECO Purchasing Super User
Navigation: Purchase Orders> Purchase Order
Query with the PO number. The PO opens.

Click on
Shipments

Click
on DFF

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Enter the details as above.

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