User Manual-PO-ASECO.DOC

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.
Training manual-PO-ASECO
Document Control
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:
Document Control
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)
Document Control
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.
Document Control
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.
Document Control
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
Document Control
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:
Document Control
User name: ASECO PRODN MGR

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
Document Control
To view the Notification and approve:

User name: ASECO GM
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:
Document Control

Requisition
status =
Approved
Document Control
2. Create Purchase Requisition for expense item

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
Document Control
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
Document Control
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

Document Control
Click on the line

having the current
requisition number
2. After
entering
Notes, click
on Approve
button
1.
Enter
Notes

User name: ASECO GM
Document Control
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:

Requisition
status =
Approved
Document Control
Document Control
3. Create RFQ
User name: ASECO 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.
Document Control
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.
Document Control
Click on
Suppliers
button to
select
suppliers
Document Control
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
Document Control
1. View /
alter
Payment
terms.
Enter
Notes to
supplier
Close this window.
Document Control
Enter Category
and Data type
Change
status to
Active and
save
Note down the RFQ number.
To view the RFQ report:

Navigation: Reports>Run
Document Control
Click on
OK
button
Enter the
report
name
Enter
parameter
s
Click on
OK
button
Document Control
Click on
Submit
button
Document Control
4. Enter Quotations, analyze quotations

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.
Document Control
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.
Document Control
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.
Document Control
Click Tools> Copy

document
Document Control
2. Click on
OK
button
1. Enter Action,
type, supplier and
site
Document Control
Click on
OK
button
Quotation is created.
Document Control
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.
Document Control
Change the
payment
terms to
Immediate
Close the Terms window, save the quotation and close the window.
Click Tools> Copy

document
Document Control
2. Click on
OK
button
1. Enter Action,
type, supplier and
site
Document Control
Click on
OK
button
2. Change
the status
to Active
1. Change the
price from
1125 AED to
1050 AED
Document Control
Save the quotation and close the window.

Quotation analysis:
Document Control
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
Document Control
2. Click on
this button
1. Select
the best
quote
1. Enter
type and
reason
Click on
OK
Document Control
Click on
OK
Best quotation has been approved.
View the
approved
quotation
details.
Document Control
5. Create PO for inventory item

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:
Document Control
Click on
Catalog
button
1. Enter
item code
Click on
Find
button
Catalog window opens.
1. Click on
Prior
purchases
tab
2. View the
previous
purchase
details
Document Control
Click here
to close
catalog
1. Enter
item, qty,
need by
date
2. Click on
terms
button
Document Control
View/ alter
payment,
freight, etc
Enter
notes to
supplier
Close terms window and click on Shipment button.
Split the
shipments
to different
dates
Document Control
1. View the
Inventory
material
account
2. Click on
Distributions
button
Close Distributions and Shipments windows.
Document Control
Enter Category
and Data type
Attach the required file.

Save the PO.
Note down
the PO
number
To forward the Purchase Order:
Document Control
Click on Approve
Button. In the Approval window, enter notes the superior, if required and click on OK button.
Enter Notes

User name: ASECO GM
Click on the
line having
the current
PO number
to view
Notification
Document Control
Click on Open
Document to view
prior purchases
PO document opens.
Click on
Catalog
button
Click on
Yes
button
Document Control
Click on
find
button
1. Click Prior
purchases tab
2. View the
details
Click this
button to
close
Document Control
Click on
Approve
button
Document is approved,
To confirm the PO approval:

Click the line View

the approval
To confirm PO approval & copy the approved PO and create new PO:
Navigation: Purchase Orders> Purchase Order summary
Document Control
1. Enter
PO number
2. Click on
Find
button
PO status is
Approved
Select the line and Tools> Copy document.
Document Control
Click on
OK
button
New PO is created.
Click on
Approve
button
Document Control
1.
Enter
notes
Click on
OK
button.
Document is forwarded for approval.
User name: ASECO GM

Click on the
notification line
Notification opens.
Document Control
Click on
Approve
button
Po is approved.
Document Control
6. Create PO for expense item

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.
Document Control
1. Click on
Currency
button
1. Enter
item, qty,
need by
date
2. Enter
currency
and Rate
type
2. Click on
terms
button
Document Control
View/ alter
payment,
freight, etc
Enter
notes to
supplier
Close terms window and click on Shipment button and then Distributions window.
Document Control
1. View /
alter the
Expense
account
Close Distributions and Shipments windows.

Note down
Save the PO.
the PO
number
To forward the Purchase Order:
Document Control
Click on Approve
Button. In the Approval window, enter notes the superior, if required and click on OK button.
Enter Notes

User name: ASECO GM
Click on the
line having
the current
PO number
to view
Notification
Document Control
1. Click on
torch light,
select the
approver
2. Enter
Notes
3. Click on
Forward
button

User name: ASECO FIN
Click on the
line having
the current
PO number
to view
Notification
Document Control
Click on
Approve
button

Click the line View

the approval

Navigation: Navigation: Purchase Orders> Purchase Order summary
Document Control
1. Enter
PO number
2. Click on
Find
button
PO status is
Approved
Document Control
7. Auto create Standard PO from approved quote

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
Document Control
To create Standard Purchase order from approved quote:

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
Document Control
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.
Document Control
8. Create Blanket Purchase Agreement from standard

quotation
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.
Document Control
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
Document Control
'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:
Document Control
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.
Document Control
1. Change
the status
to Active
2. Click on
Approve
button after
saving the
Quotation
"Approve Entire quotation" window opens
Document Control
1. Enter
type and
reason
Click on
OK
Click on
OK
Quotation has been approved.
Document Control
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.
Document Control
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
.
Document Control
Close Terms window.
Click on
Approve
button
Document Control
Click on
OK
button
Document Control
9. Create Blanket release from approved Purchase Requisition

referencing BPA
1. Enter
approved
PR number
2. Click on
Find
button
1. Select
the line
2. Select
Document
type
Click on
Automatic
button
Document Control
Enter BPA
number
2. Click on
Create
button
Click on
Distribution
button
Document Control
Viewed the Distributions

Click Agreement button and view the details
Close the Agreement window
Document Control
Click on
Approve
button
Click on
OK
button
Document Control
1. Enter
PO number
Select this check
2. Click on
Find
button
Blanket
release status
is Approved
Document Control
10.
Create SPO from Purchase Requisition
To create a Purchase requisition:

Enter Item, Qty,

Need By Date,
Organization, and
Location and
Save.
Save the requisition.
Document Control
Note down
the
number
Click here
to approve
Enter Notes
Click here
to approve
Document Control

Click on this
line to view
notification
2. After
entering
Notes, click
on Approve
button
1. Enter Notes

User name: ASECO GM
Document Control
Click on the
line having
the current
requisition
number to
view
Notification
Click on
Approve button
To create Standard PO from approved Purchase requisition:

Clear this
name
Document Control
Document Control
1. Enter
approved
PR number
2. Click on
Find
button
1. Select
the line
2. Select
Document
type
Click on
Automatic
button
Document Control
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.
Document Control
Document Control
Enter Notes
Document Control

User name: ASECO GM
Click on the
line having
the current
PO number
to view
Notification
Click on
Approve
button
Document Control

1. Enter
PO number
2. Click on
Find
button
PO status is
Approved
Document Control
11.
Modify PO already approved

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.
Document Control
Change
the qty
Save the document.
Document Control
2. Click on
OK
button
New
Revision
number
appears
Document Control
Click on
OK
button
Document Control
12.
Define Approved Supplier List

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
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
Document Control
Click on
OK
button
Document Control

User name: ASECO GM
Click on the
line having
the current
PO number
to view
Notification
Click on
Approve
button
Notification forwarded to ED.
Document Control
User name: ASECO ED

Click on the
line having
the current
PO number
to view
Notification
Click on
Approve
button
Document Control
13.
Enter Shipment Details in PO

Navigation: Purchase Orders> Purchase Order
Query with the PO number. The PO opens.
Click on
Shipments
Click
on DFF
Document Control
Enter the details as above.
Document Control

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Похожие издания

Al Shirawi Group of Companies OIC

ASECO and associated companies

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

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

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

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

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

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

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

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

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

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

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

Purchase requisition hierarchy used in this manual:

ASECOED (More than 20000 AED)

ASECO GM (Up to 20000 AED

Purchase order hierarchy used in this manual:

ASECOED (More than 20000 AED)

ASECOGM (Up to 20000 AED)

1. Create Purchase Requisition for inventory item

Enter Item, Qty,

To view previous purchases:

Close the Catalog window.

To forward the Purchase requisition:

To see the status of the Purchase requisition:

To see the action history:

To view the Notification and forward to GM:

User name: ASECO PRODN MGR

Click the notification. New window opens.

To view the Notification and approve:

Notification opens. View the details and approve.

To view the status of the requisition:

User name: ASECO PRODN USER

2. Create Purchase Requisition for expense item

View qty and

To forward the Purchase requisition:

To see the status of the Purchase requisition:

To see the action history:

To view the Notification and forward to GM:

Navigation: Notification summary

Click on the line

To view the Notification and approve:

Notification opens. View the details and approve.

To view the status of the requisition:

Auto-create Document window opens

New Document window opens.

RFQ window opens.

Close this window.

Note down the RFQ number.

To view the RFQ report:

4. Enter Quotations, analyze quotations

RFQ window opens.

Click Tools> Copy

Copy Document" window opens.

Click Tools> Copy

Click on Terms button and view the terms and condition.

Click Tools> Copy

Save the quotation and close the window.