PURCHASE REQUEST. A c c o u n t B i l l i n g S t o c k P O S P a y r o l l. ISV/Software Solutions

Transcription

1 PURCHASE REQUEST A c c o u n t B i l l i n g S t o c k P O S P a y r o l l ISV/Software Solutions

2 1.0 Introduction This guide is to illustrate the functions for Purchase Request. Example: An internal staff is requesting stock item using the PR Summarized: Create new PQ Transfer to Other Document PQ Approval

3 2.0 Purchase Request (PQ) Usually for internal staff request Does not deduct stock Does not affect accounts Able to transfer to: Request quotation PO Without approval, cannot transfer to other document

4 2.1 Purchase Request (PQ) Menu Go to Purchase Purchase Request

5 2.1 Purchase Request (PQ) Menu There are few functions from PQ windows New, Edit, View, Find, Preview, Print Listing, Delete, Refresh, View Cash Flow

6 2.2. Create New Purchase Request (PQ) To create new PQ a. Click on New

7 2.2. Create New Purchase Request (PQ) Then, the layout as below will prompt:

8 2.2. Create New Purchase Request (PQ) b. Enter all required information (Requested By, Description)

9 2.2. Create New Purchase Request (PQ) c. Enter the item details (Item Code, Qty)

10 2.2. Create New Purchase Request (PQ) d. The Creditor Code and Creditor Name is optional

11 2.2. Create New Purchase Request (PQ) e. User can specify to request the item from which Creditor Code / Creditor Name

12 2.2. Create New Purchase Request (PQ) f. Approval User only updated if the Created user has Approval access right

13 2.3. Approval Access Right Access right for approval i. 1. Go to General Maintenance Access Right Maintenance

14 2.3. Approval Access Right Access right for approval ii. Then, expand it up to Approve Purchase Request

15 2.3. Approval Access Right Access right for approval iii. Now, only ADMIN and IVMGR has the access right

16 2.4. Example For example, there are two users create PR; i. PQ : created by ADMIN (with approval access right) ii. PQ : created by USER (without approval access right)

17 2.4.1 Example 1 PQ : created by ADMIN (with approval access right) i. Select the PQ

18 2.4.1 Example 1 ii. Click on View

19 2.4.1 Example 1 Click on Save button. iii. Since ADMIN is have the access right for approval, so the Approval User box is updated automatically

20 2.4.2 Example 2 i. PQ : created by USER (without approval access right) Follow steps (i) to (iii) in Example 1 to View the approval user USER don t have the access right for Approval, so the Approval User box is not update automatically

21 2.5. Transfer to Other Documents PQ can be transfer to; Request Quotation (RQ) Purchase Order (PO) PQ without approval, cannot be transfer to other documents.

22 Transfer to Purchase Order (PO) a. Go to Purchase Purchase Order

23 Transfer to Purchase Order (PO) b. Click on New

24 Transfer to Purchase Order (PO) c. Click on Transfer From Purchase Request

25 Transfer to Purchase Order (PO) d. Supposed there are two document for PQ created earlier, but here only shows PQ

26 Transfer to Purchase Order (PO) In order to make PQ appearing in transfer options, the APPROVAL is needed.

27 2.6. Purchase Request (PQ) Approval To approve the PQ, go back to the PQ listing, and view the document. a. Select the PQ

28 2.6. Purchase Request (PQ) Approval To approve the PQ, go back to the PQ listing, and view the document. b. Click on View

29 2.6. Purchase Request (PQ) Approval c. To approve the PR, need to click on Approve button.

30 2.6. Purchase Request (PQ) Approval d. Click on Yes.

31 2.6. Purchase Request (PQ) Approval e. Then, the Approval User box is updated.

32 2.7. Transfer From Purchase Request (PQ) Then, can go back to create new PO (follow steps in (a) to (c) ) and use Transfer from Purchase Request functions. a. Click on Transfer From Purchase Request

33 2.7. Transfer From Purchase Request (PQ) b. Now, both document is appeared, and ready to transfer to PO

34 2.8. Manual Approval Purchase Request (PQ) By default, certain user / user group will have access right to Automatically Approve the PQ If user does not wish to automatically approve the PQ, then just need to remove the access right from user maintenance Steps: i. Go to General Maintenance Access Right Maintenance ii. Expand up to Purchase Request, and highlight the Automatic Approve Purchase Request iii. Then, untick ADMINS from the Access Rights record iv. User from ADMINS group will no longer approve the PQ automatically after this.

35 Thank You A c c o u n t B i l l i n g S t o c k P O S P a y r o l l ISV/Software Solutions