E-Requisition Order (E-RO UG) v1.0

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1 E-Requisition Order (E-RO UG) v1.0 User Manual Rev. B Information Technology Department

2 Revision Sheet Release Date Author Revision Description No. Rev. A 22/11/2013 Chuah Chong Hee Creation of E-Requisition Order s user manual. Rev. B 01/07/2014 Chuah Chong Hee Added E-RO Resubmission guide.

3 Table of Contents 1. General Information System Overview User Permissions and Access Rights Point of Contact IT Helpdesk System Acronyms and Abbreviations User Access Level Getting Started Logging On Internet User Intranet User Dashboard User Function Button explanation Requisition Order Add Item into Cart Steps to add Notes Checkout Step to checkout Important Notes Withdraw ERO Steps to withdraw Notes ERO Resubmission for status under amendment required or Draft Step to resubmit Approve RO Step to approve... 21

4 1. General Information 1.1 System Overview E-Requisition Order (E-RO) is a web based system to help staff to better manage and keeping track of their requisition order. By computerizing the current manual works & workflows, all requisition order data will be recorded and stored in the database, so that it can be retrieved from the system anytime, anywhere easily. On top of that, the ERO has also included the features listed below:- 1. Users are able to access the system thru internet or intranet. 2. Administration functionalities with master files setup and user self-registration. 1.2 User Permissions and Access Rights All users should have MGJV Domain Account before request access to this system. For new user kindly apply your MGJV Domain Account from UG IT Department. For existing user kindly register your access thru the system. 1.3 Point of Contact IT Helpdesk System If you face any problem, bugs or system error, kindly submit your issues thru IT Helpdesk System ( 1.4 Acronyms and Abbreviations Acronyms and Abbreviations E-RO IE Chrome Description E-Requisition Order System Microsoft Internet Explorer, a type of web browser which will be your pc default web browser Google Chrome, a type of web browser. 1.5 User Access Level Role User Administrator Responsibility Submit Requisition Order Activate or Deactivate User account, maintain master files and process the requisition order.

2. Getting Started 2.1 Logging On 2.1.1 Internet User 2.1.1.1 Open internet browser (Internet Explorer, Google Chrome and etc.) 2.1.1.2 Enter this URL in your IE / Chrome address bar http://58.26.12.

5 2. Getting Started 2.1 Logging On Internet User Open internet browser (Internet Explorer, Google Chrome and etc.) Enter this URL in your IE / Chrome address bar RO.UGE then press Enter from your keyboard E-RO Login Screen will be displayed, you have to enter your user name and password and then click on Login Button to logging into the system.

2.1.2 Intranet User 2.1.2.1 Go to MGJV Portal. 2.1.2.2 Click on E-RO (UG) 2.1.2.3 Click on Internal Access.

user will be auto authenticated by the system using their windows account and they do not

6 2.1.2 Intranet User Go to MGJV Portal Click on E-RO (UG) Click on Internal Access With single system authentication capability of windows domain user login account, user will be auto authenticated by the system using their windows account and they do not required to enter their user name and password again in intranet environment.

2.2 Dashboard 2.2.1 User Function 2.2.1.1 Submit requisition order 2.

7 2.2 Dashboard User Function Submit requisition order Approve requisition order

8 3. Button explanation Go to the home page. Go to the Login page. Go to Pending for your action listing page. Add. Edit. Delete. Print. Search. View / Read Only. Delivery order. Withdraw submission or action. Assign to others. Select item. Go to ERO Cart page.

9 4. Requisition Order. 4.1 Add Item into Cart Steps to add 1. Click on Cart icon. 2. Click on Add icon. 3. System will display the add product screen. 4. Click on Sub Package (Level 2) search button.

10 5. System will pop up a sub package (Level 2) selection screen. 6. Click on the select button to select your sub package (level 2). 7. Click on Key Element (Level 3) Search button.

11 8. System will pop up a Key Element (Level 3) selection screen. 9. Click on the select button to select your Key Element (Level 3). 10. Click on Works / Activities Code (Level 4) search button. 11. System will pop up a Works / Activities Code (Level 4) selection screen. 12. Click on the select button to select a Works / Activities Code (Level 4).

Click on the select button to select a Cost Type (Level 5). 16. Click on the item search button.

12 13. Click on the Cost Type (Level 5) search button. 14. System will pop up a Cost Type (Level 5) selection screen. 15. Click on the select button to select a Cost Type (Level 5). 16. Click on the item search button. (Please note, not all Cost Type (Level 5) will have further breakdown.) 17. System will pop up item selection screen. 18. Click on the select button to select an item 19. Fill in your quantity.

13 20. Click on UOM Button. (Please take note, not all product category have default UOM set, if you found that the UOM is empty, you are require to select the UOM for your product category.) 21. System will pop up UOM selection screen. 22. Click on the select button to select a UOM. 23. Fill in the Remarks & purpose. (Please take note you are require to provide as detail as possible to ease the purchaser to process your RO.) 24. Click to Save & Add. (By clicking this button, system will save the current form and refreshed the form for next item to add.) 25. Click to Save & Close. (By clicking this button, system will save the current form and close it.)

14 4.1.2 Notes 1. One ERO can only contains item from the same sub package; thus, you are only allow to add items from the same sub package in the cart and follow by checking out the items to create the new ERO for submission. 2. For some scenario system will only allow you to add same sub package and same cost type in the cart. For example, Information Technology Item. 4.2 Checkout Step to checkout 1. Click on the checkbox for each item. System will only allow you to check out a maximum total of 10 items. 2. Click on the Checkout button. 3. System will display the checkout form. 4. Click on the delivery button.

15 5. System will pop up a delivery to selection screen. 6. Click on the select button to select the delivery address. a. If you can t find the address from the selection screen, please click on the User Define select button. b. System will allow you to type your delivery to information. 7. Fill in the contact person a. Select your existing contact person b. Click Add button to add new contact person.

16 i. System will pop up contact person listing ii. Click on Add button. iii. System will pop up the new contact person form for you to fill in. iv. Fill in Name v. Fill in Contact No. vi. Click Save. vii. Click the select button to select the newly added contact person.

Fill in the Reviewed By, Recommended By and Approved by a.

17 8. Fill in the additional requirement information by clicking any one of the Predefined Additional Requirement Checkboxes 9. Fill in the Reviewed By, Recommended By and Approved by a. For this training, since Approved by is a mandatory field, please click on the Approved by Search button to select the ERO approver. b. System will pop up the Select Approved By selection box.

Fill in your contact no or extension no. 11. If you have attachment, click on the Add button to add an attachment. 12.

18 c. You may filter the list by clicking the Starting Alphabet button, or enter the person name in the search textbox. Once you found the approver in the list, click on the select button to select your approver. 10. Fill in your contact no or extension no. 11. If you have attachment, click on the Add button to add an attachment. 12. Click Add files 13. Select your file and click open 14. Click Start upload 15. Click Check out & Print button. 16. System will redirect you to Requisition order listing upon your successful checkout.

4.2.2 Important Notes 1. System only allow 10 items per ERO. 2. System requires at least one or maximum two contact person if necessary. 3. You can maintain your own Contact person listing. 4.

You are required to fill in Other special requirements need to be compiled Textbox, if you have checked it. 7. ERO Approved By is a mandatory field. 8. Your Extension No or Contact no.

19 4.2.2 Important Notes 1. System only allow 10 items per ERO. 2. System requires at least one or maximum two contact person if necessary. 3. You can maintain your own Contact person listing. 4. You are required to fill in Back charge to sub-contractor Textbox, if you have checked it. 5. You are required to fill in Sub-Con icore Contract No. Textbox, if you have checked it. 6. You are required to fill in Other special requirements need to be compiled Textbox, if you have checked it. 7. ERO Approved By is a mandatory field. 8. Your Extension No or Contact no. will be saved and used by the system as the default information for your next checkout. 4.3 Withdraw ERO Steps to withdraw 1. Click on the withdraw button. 2. System will pop up a withdraw confirmation. 3. Click on the Withdraw button to confirm.

If the ERO has been approved, kindly contact admin to reject your ERO.

4 ERO Resubmission for status under amendment required or Draft 4.4.1 Step to resubmit 1.

20 4.3.2 Notes 1. System will only allow you to withdraw from your requisition order if your ERO have not been approved yet. If the ERO has been approved, kindly contact admin to reject your ERO. At that stage you will be able to amend your ERO, and re-submit for approval again. 4.4 ERO Resubmission for status under amendment required or Draft Step to resubmit 1. Login to the system. 2. Look for you e-ro number under my pending e-ro and click on the View button. 3. Based on the comment given by the commercial, approval, executor to amend your RO if your RO is under the status of Amendment required 4. Click on the Edit Button

5. Amend the required fields, and then click save.

your RO for approval. 4.5.1 Step to approve 1.

21 5. Amend the required fields, and then click save. 6. Click on the Submit for approval 4.5 Approve RO 7. Click on the Checkout & Print button to submit your RO for approval Step to approve 1. Login to the system. 2. Click on the message centre icon. 3. Click on approve requisition order.

22 4. System will show the list of requisition order to be approved screen. 5. Click on the View button to view the RO Details. 6. Click on the close button. 7. Click on the checkbox. 8. Click on the Approve Button.

E-Requisition Order (E-RO PDP) v1.0

E-Requisition Order (E-RO PDP) v1.0 User Manual Rev. A Information Technology Department Revision Sheet Release Date Author Revision Description No. Rev. A 22/11/2013 Chuah Chong Hee Creation of E Requisition