ERP Flowchart – Purchase

Start

Guidance ? No

User discuss with

Purchaser create User inform to Manager / User submits a request
Make a for goods / services
requisition on ERP as purchaser for create Yes Director
purchase ?
per user request requisition on ERP regarding user
requests

Purchaser contacts the

Purchaser asks goods /
suppliers and request
Vaidated ? service acknowledge from
for quotations
Director on ERP based on
reference / RPO number
Guidance ?
Purchaser input the quotations Purchaser asks for goods /
(price, term payment, proof of service verification & validation
No Acknowledged?
quotations) from vendor / from Manager on ERP based on
suppliers into the ERP reference / RPO number

Yes
Guidance ?
ERP stores ERP stores
requisitions with a Purchaser notify to
receptions goods /
Requisition Number manager the reference /
services with a
( REQ – xx - xxxx) RPO number
delivery receipt
No

User notify to manager

ERP issued goods / Guidance ?
requisition number
service receiptions ERP shows the status of
with an RPO number receiptions of goods /
services with the status
bar
User asks for first Guidance ?
approval quotations Purchaser make a receive
from Manager based product -> incoming
on Requisition Number shipment / receptions on
ERP

Yes ERP stores suppliers

Approved ? invoices with POV
number for finance
department proceed to
User / Purchaser received payment
Yes No goods / services according
to demand ?
User asks for second
approval quotations
from Director based
on requisition number
End

Suppliers deliver goods /

Approved ? No services

Guidance ?
Yes
Guidance ?
ERP issued a
Purchaser print Purchase
Purchase Order
Order to be sent to
with a reference
Vendor / Suppliers
number
CREATE REQUISITIONS ON ERP
 Create Requisition on ERP
1. Click tab PURCHASES
2. On left side bar Purchase Management select on Purchase Requisitions
3. Click Create
 Create Requisition on ERP

4. Fill in all fields

5. Tab Products -> click Create
Note :

 PRODUCT field is must match the account code relations, if in doubt please ask finance department.
 Describe the items to be purchased on DESCRIPTION field.
Back to Flowchart Next Section
INPUT QUOTATIONS ON ERP
 Input Quotation on ERP
1. Click tab Qutations
2. Click Request a Quotation
 Input Quotation on ERP

3. Type supplier / vendor on Partner field

Note :
 If the supplier / vendor does not exist, please contact the finance department for create a new supplier / vendor.
4. Click Create Quotation
 Input Quotation on ERP

5. Click supplier / vendor that has been input, to fill in the unit price, tax, term and others.
 Input Quotation on ERP

6. Fill in Order Date, Payment Term

7. Click Product on tab Purchase Order Lines
 Input Quotation on ERP

8. Input Unit Price

9. Input Taxes click Add, if any
10. Click Save
 Input Quotation on ERP
11. Make sure the schedule date, description, quantity, uom, tax and unit price are correct.
12. Click Compute Taxes to calculate Untaxed Amount, Taxes, Total.
 Input Quotation on ERP
13. Upload proof of Quotations or supporting document related Quotations from supplier / vendor.
14. Click Tab Documents
15. Click Create
 Input Quotation on ERP
16. Fill Attachment Name
17. Click Select on tab Attachment, upload file of quotations from supplier / vendor.
18. Click Save & New if you will upload another file.
19. Click Save & Close if you done upload Quotations file.
 Input Quotation on ERP
20. Upload file of proof quotations or supporting document completed.

21. To input another quotation from supplier / vendor, please follow step 1 to 20 in Input Quotation on ERP section.
Back to Flowchart Next Section
ERP STORES REQUISITIONS WITH REQUISITION NUMBER
 ERP stores Requisitions with a Requisition Number
1. Click tab Products
2. Click Start
3. Requisition Number will be show automatically on Requisition Number Field.
Back to Flowchart Next Section
APPROVAL REQUISITIONS STATUS
 Approval Requisitions Status

1. Click Tab Products

2. ERP show status approval Requisitions In Progress ( Waiting Approval ) from manager and director.
 Approval Requisitions Status

3. Click Tab Quotations

4. If Quotations selected and approved from manager & director, ERP show status approval Requisitions Approved with PO Number on Reference field
Back to Flowchart Next Section
PRINT PURCHASES ORDER
 Print Purchase Order
1. Click Purchase Orders on right side bar.
 Print Purchase Order
2. Click PO with Approved state.
 Print Purchase Order
3. Click Print

4. Your Purchase orders file will downloaded on your browser.

Back to Flowchart Next Section
RECEPTIONS PRODUCT ON ERP
 Receptions Product on ERP
1. Still on Purchase orders
2. Click Receptions on right side bar
 Receptions Product on ERP
3. Pay attention to the Reference field to get RPO Number
4. Pay attention on the State field to known receptions state.
5. If you received goods / services from supplier / vendor, click green arrow  for make state as received on ERP.
 Receptions Product on ERP
6. ERP shown receptions state.

7. Purchaser can asks for goods / service verification & validation from Manager.
8. After Verified, purchaser can asks director for goods / service acknowledge from Director.
Back to Flowchart Next Section
ERP SHOW STATE OF RECEPTIONS / INVOICE
 ERP shows state of receptions / invoice of goods / service
1. On Tab Purchases
2. Click Purchase Orders on right side bar
3. Type your PO Number on Reference field
4. Click Search
5. PO state will show on INVOICED and RECIVED fields bar.