Web Supplies Indent System - User Guide This new system does not need any installation of new program. What you need is merely Internet browser.

Transcription

1 - User Guide This new system does not need any installation of new program. What you need is merely Internet browser. Indent Create new Indent (with Operator role) 1. Open Internet Explorer. 2. Type URL below by region and login with your User Name and Password. (Peninsular Malaysia) (Sabah) 1

2 3. If you are in-charge of more than one operating centre, select a Preferred OC 4. Click <Input Indent> 5. Enter remarks if there any and click <Create New Indent>. 6. Click to add new indent item. 7. Click to search products available. 8. Enter search criteria in <Begin With>, <Contains> or <End With>, then click <Search>. 9. Click to select Product. Selected Product Code and Description will be copied into the form. 2

3 10. Enter item details and click <Save>. Peninsular Malaysia Sabah 11. Repeat step 6 to step 10 adding another new item. 3

4 Search Indent Item To search PO, Status, Remarks or Description in Indent Status. 1. Select [Search Indent Item] 2. Select search criteria option and key-in the criteria to search 3. Click PO No to download PO in.pdf format from the search results 4

5 Approve Indent (with Manager role) 1. Open Internet Explorer. 2. Type URL below and login with your User Name and Password. (Peninsular Malaysia) (Sabah) 3. Select your preferred operating centre. 4. Click <Indent Listing> and click an Indent in draft status. 5. Click <Approve> or <Reject> to approve or reject the indent. You key in approve or reject comment in Approve/Reject Remarks 6. The indent will be sent to Purchasing Unit in Head Office for processing. You will be able to check the status of the indent from the Indent Listing. You will be able to see PO No information once the PO is issued. Click to view or print the PO in pdf format. Click the PO No to view the PO details. 5

6 Download or Print Indent Form 1. Click <Indent Listing>. 2. Select an Indent by click on the Indent No with status APPROVED, PROCESSED, PARTIAL PROCESSED. 3. Click Preview to show the Print Preview mode of the Indent form. To print indent, click button and follow instruction from Print Dialog. 6

7 4. To download and save Indent to local PC, select the second button. Select file format as PDF and click Export to download file. Select a location and change the filename to save the file in Save Dialog. 7

8 Download or Print Purchase Order 1. Click <Indent Listing>. 2. Select an Indent by click on the Indent No with status PROCESSED or PARTIAL PROCESSED. 3. PO No will be shown for item that had been processed. Click on the PO No to open the PO. 8

9 4. To print PO, select the first button and follow instruction from Print Dialog. 9

10 5. To download and save PO to local PC, select the second button. Select a location and change the filename (default filename follows PO No) to save the file in Save Dialog. 10

11 Browse and search Product Type and Product Listing You can browse or search products available from Purchasing Unit or Admin Department from Product Type Listing and Product Listing. Product Type Listing 1. Product Type Listing is shown in a tree view. 2. Click a product type name to show list of products that belongs to that product type. Product Listing 1. Select to search by Description, Code or Product Type Name. 2. Type your search criteria in the text box and click the magnifying glass to start searching. 11

12 Goods Receipt Note (GRN) Once goods have been received from supplier, you may use the Deliver Note/Order (DO) document to create GRN in the system to acknowledge for payment. Create New GRN 1. Click <Goods Receipt Listing> 2. Click 3. Base on the information from DO find PO No. Click next to the desire PO No. 4. Alternatively, you may search by PO No or Supplier Name. E.g. search by PO No a. Click. Then enter po no at search criteria. Click 12

13 5. Enter DO Details. 6. Click to and enter quantity receive. 13

14 7. If quantity receive is not full delivery, select receive note. Otherwise, receive note is not required. Click <Create GRN> button. Receive Note Details Damage Goods received were thorn/damage. Extra Delivery Supplier delivers more than quantity ordered. Partial Delivery Goods will be delivering in multiple shipments. Short Delivery Goods received was short weight/bags 14

15 Append item to the same GRN (only applicable for DRAFT GRN) 1. Click 2. Similarly as input GRN, click to enter quantity receive. 3. Click <Update GRN> button. 15

16 Delete item from GRN (only applicable for DRAFT GRN) 1. Click at the item to delete. 2. Click <OK> to proceed to delete. Otherwise, click <Cancel> button to cancel. Delete whole GRN (only applicable for DRAFT GRN) 1. Click <Delete> button. 2. Click <OK> to proceed to delete. Click <Cancel> 16

17 Edit GRN Header information (only applicable for DRAFT GRN) 1. Only GRN Date, DO No and DO Date is editable after GRN is created. 2. Click <Edit Header> button. 3. Enter new DO No/ DO Date. 4. Click <Update GRN> button. Otherwise if you want to exit from edit mode, click <Cancel> button. 17

18 Approve GRN (with Manager Role) Method 1 (approve one at a time) 1. Click <Goods Receipt Listing> and click a GRN in draft status. 2. You may check the GRN item details against PO item details, click to expand the PO details. 3. Click <Approve> or <Reject> button to approve or reject the GRN. 18

19 Method 2 (approve all at once) 1. From the menu, click <Outstanding GRN> 2. If all item were verified correct. Click <Approve All> button. 19

20 Void GRN 1. Click <Goods Receipt Listing> 2. Click GRN No with approved status wish to void. 3. Click <Void> button 20

21 Check Outstanding PO 1. From the menu, click <PO Listing> 2. Click then click to list all PO that has outstanding delivery. Click PO no to view details. PO Item GRN info for this PO Item Click to link to detail page 21

22 Check Invoice Amount 1. From the menu, click <GRN Summary> 2. Choose GRN Date From & To from the calendar. Click <View> 22

23 Vendor Return (VR) Create New VR 1. Click <Vendor Return Listing> 2. Click 3. Create new VR by clicking next to desire GRN No. VR able created by GRN with status APPROVED, MATCHED, PARTIAL MATCHED only. 4. Enter VR Detail. 23

24 5. Click to edit item. 6. Select return item reason. Receive Note Quality Issues Wrong Item Poor Packaging Wrong Delivery Address Security Breaches Details Goods received were bad quality. Wrong item received. Item in poor packaging condition. Item delivered to wrong address. 24

25 Append item to same VR (only applicable to Draft VR) 1. Click 2. Similar to Create New VR start from step 5 3. Click <Update Vendor Return> button 25

26 Delete item from VR (only applicable to Draft VR) 1. Click at the item wish to delete. 2. Click <OK> to proceed to delete. Otherwise, click <Cancel> button to cancel. Delete whole VR (only applicable to Draft VR) 1. Click <Delete> button. 2. Click <OK> to proceed to delete. Otherwise, click <Cancel> button to cancel. 26

27 Edit VR Header information (only applicable to Draft VR) 1. Only VR Date, Remarks is editable after VR is created. 2. Click <Edit Header> button. 3. Enter new Date Return/Remarks. 4. Click <Update Vendor Return> button. Otherwise if you want to exit from edit mode, click <Cancel> button. Approve VR (with Manager Role) 1. Click <Vendor Return Listing> and click a VR in draft status. 2. Click <Approve> button to approve the VR. 27

28 Void VR 1. Click <Vendor Return Listing> 2. Select Vendor Return with approved status wish to void. 3. Click <Void> button 28