purchase order system (single user)

Purchase Order

1Purchase Order

Web based app that allows you to create, approve &

manage PO‟s with ease.

This KnowHow Explains

Overview

PO Sections & Process Flow

Steps to be followed

2Purchase Order

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.

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PO Sections & Process Flow

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A. PO Sections

PO process involves the following sections:

Supplier

PO Request

Invoice Management

Goods Management

Payment

PO App Process Flow

B. Process Flow

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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 SupplierSupplier Accepts PO &

sends Invoice b

Contd..

PO App Process Flow

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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

dPayment Instruction

provided

Payment Status updated

based on instruction

received

Process Ends


Once you have logged into MBPCloud www.mbpcloud.com click the Purchase app icon

You will be directed to the below page.

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http://www.mbpcloud.com/






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.

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Supplier Section

Go to other PO submenus


Once submitted, you will receive an automated email requesting approval of the

new supplier added.

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Supplier Section


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.

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Supplier Section

Approve/Decline new supplier

Click to view supplier details


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.

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Supplier Section


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.

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PO Request Section


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PO Request Section

Request Details

Quotation Request

Contd..


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PO Request Section

Product Details

Contd..

Click to add product(s) to your list

Product list


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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


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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.


Supplier(s) receive an e-mail comprising of the quote request details.

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PO Request Section


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.

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PO Request Section

Convert quote to PO


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PO Request Section

Product Price

Click to add product price details

Enter product price details


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PO Request Section

Attachment Price comparison, Quote


Once these details have been filled, raise the PO.

PO status is updated in the PO Request List

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PO Request Section

Click to raise PO


Send PO to Supplier by clicking on the “Send To Supplier” button in the

PO Request Form.

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PO Request Section

Click to send PO to supplier


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.

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PO Request Section

Click buttons to either accept/decline PO


Requester then receives PO acceptance response from Supplier via e-mail.

PO accepted by Supplier status get updated in the PO Request List.

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PO Request Section


Once the PO has been accepted by the Supplier & invoice received, attach the invoice

in the PO Request Form.

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Invoice Section

Attach Invoice here


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.

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Invoice Section

Select ‘yes’ if invoice amount matches with PO

Click to update Invoice matched status


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.

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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


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.

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Invoice Section

Click to reject invoice received

Send rejection (reason) to supplier

Click to update Invoice mismatch status


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.

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Invoice Section


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.

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Invoice Section


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.

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Invoice Section


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).

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Invoice Section


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.

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Goods Management

Click to update goods matched status

Click either of the buttons to confirm whether goods

received matches PO


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.

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Goods Management


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.

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Goods Management

Click either of the buttons to confirm whether goods

accepted matches PO


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.

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Goods Management


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Goods Management

Enter issue here

Send issue too supplier

Click “no” if goods mismatches with PO


Goods mismatch notification triggered to Supplier via email.

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Goods Management


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.


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.

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Payment

Click to instruct full PO payment


To instruct a Partial payment of PO, click “partial” radio button .

Enter the partial amount to be paid, & then the “Update” button.

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Payment

Click to instruct partial PO payment

Enter partial amount to pay


To Decline payment of PO, click “decline” radio button.

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Payment

Click to instruct partial PO payment


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.

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Payment

Click to restore back this PO to initiate payment


You receive payment instructions via email.

click here link in email directs to the PO Form wherein you can update the payment status.

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Payment


Once the payment is made, click the “Paid” button besides the amount that has been paid.

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Payment

Click to update payment status


The payment status gets updated – in payment information section, as shown below.

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Payment

Payment status updated


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.

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Payment


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).

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Payment

Click to provide payment instruction


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.

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Payment

Request fulfilled

Request pending

Click to submit resend request

Enter timeEnter date


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.

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Final Status “PO Closed”

PO Closed

Process Ends

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THANK YOU!

Purchase Order

For further information please contact

T : 1300 276 266

E : [email protected]

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purchase order system (single user)

Technology