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MANUAL PENGGUNA
(USER MANUAL)
JABATAN BENDAHARI
PENYEDIAAN PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
UPSI (ISO)/BEN/P02/MP03
PINDAAN: 00
TARIKH: 8 JANUARI 2016
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :1/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Purchase Order Entry
Purchase order could only be made after purchase requisition has been approved.
This screen can be accessed by selecting Purchasing >> Purchase Order >>
Purchase Order Entry from the main menu.
Figure 1-WUF046-1: Purchase Order Entry for Finance
Begin by selecting purchase requisition by clicking on f9 button for Requisition NO.
Click on Get Info button to get PR info. Fill in the Purchase Order Information fields.
The fields are explained, as followed:
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :2/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Field Name Description Required
Requisition No Purchase requisition can be selected from
list of value pop-up by clicking on F9 button
Order No Purchase order number is auto generated
by system
Order Type Purchase order’s type
Cost Centre Cost centre’s name
Status Purchase order’s status
Project Type Select YES to include project type in
selecting GL account code
Project ID Project’s ID
Vendor Code &
Description
Vendor can be selected from list of value
pop-up by clicking on LOV button
Delivery Date Date of delivery
Gross Amt Purchase’s gross amount. This amount will
be automatically summed up by system.
Discount Amt Discount received amount. This amount will
be automatically summed up by system
Order Amt Purchase requisition’s total amount. This
amount is summed up by system
Vendor GST ID This ID automatically show by system
Request By Username of staff doing the purchase
requisition entry
Enter By Username of staff doing the purchase order
entry
Enter Date Date of purchase order entry
Approve By Username of staff approving the purchase order
entry
Approve Date Date of approve order entry
Cancel By Username of staff cancelling the purchase order
entry
Cancel Date Date of cancel order entry
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :3/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Fill in Quantity and Discount in Order Item Information field and click on Save
button. The fields are explained, as followed:
Field Name Description Required
No Sequence number
Item Code Requested item’s code and description
Item Description Item's description
Acct Code Account Code
Qty Item’s quantity
Unit Measure Unit of measurement
Unit Price Item’s unit price
Discount Discount’s amount given by vendor
Tax Code Tax Code
Tax Amt Total amount is auto summed up by system
Total Amt Total amount is auto summed up by system
Paid Amt Paid amount is auto summed up by system
Unpaid Amt Unpaid amount is auto summed up by system
Vot Vot
Package No Package no
Item No Item no
Specification Item specification
Project Code Project code
Brand & Model Item's brand and model
Country of Origin Item's country of origin
Click on Send Memo button to send memo to the assigned approver.
To query Purchase Order entry, place cursor on Order No frame and type PO No.
Click on Execute Query button.
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :4/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Approving/Cancelling Purchase Order Entry
Purchase order will be approved by Assistant Registrar. System will deduct budget as
commitment and will update vote ledger automatically. This screen can be accessed by
selecting Purchasing >> Purchase Order >> Purchase Order
Approval/Cancellation from the main menu.
gure 1-WUF002-1: Purchase Order Approval
Begin by selecting Company from dropdown list. System will display Purchase Order
List. The fields are explained, as followed:
Field Name Description Required
Order No Purchase order’s reference number
Cost Ctr Cost centre that made the purchase order
Project Code Project code
Vendor Code & Vendor Name Selected vendor’s code and name
Enter Date Date the purchase order entry is made
Enter By Username of staff doing the purchase order
entry
Name Username of staff doing the purchase order
Status Purchase order’s status
Amount Amount of item
Type Item's type
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :5/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
To view purchase order details, place cursor on the desired PO and click on Details
button. System will navigate to “WUF046 – Purchase Order Entry” screen. Click on
Exit button to return to previous screen.
To approve purchase order, click on Approve button.
To cancel purchase order, click on Cancel button.
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :6/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Printing PO User will print purchase order using pre-printed purchase order forms. Then submit to
vendor or supplier. This screen can be accessed by selecting Purchasing >> Purchase
Order >> Purchase Order Entry from the main menu.
Figure 1-WUF046-1: Purchase Order Entry
Check Select checkbox to select the desired requisition manually, then click on Print PO
button
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :7/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Completing PO User needs to do purchase order completion for partial PO. This screen can be
accessed by selecting Purchasing >> Purchase Order >> Purchase Order
Entry from the main menu.
Figure 1-WUF046-1: Purchase Order Entry
Check Select checkbox to select the desired requisition manually, then click on
Purchase Order Completion button. System will change PO Status to COMPLETE.
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :8/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Creating PO Batch for Printing User can create PO batch for printing. This screen can be accessed by selecting
Purchasing >> Purchase Order >> Order Batch Printing from the main menu.
Figure 1-WUF006-1: PO Batch Printing
To begin, click on Execute Query button. System will display Purchase Order
Information listing,
To view purchase order details, place cursor on the desired PO and click on Details
button. System will navigate to “WUF003 – Purchase Order Query” screen. Click on
Exit button to return to previous screen.
To create PO batch, check checkbox to select the desired PO, then click on Create
Batch button. System will create PO batch and display Batch ID Generated.
To print PO, click on Print Selected PO button.
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :9/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Querying Purchase Order Info
This screen can be accessed by selecting Purchasing >> Purchase Order >>
Purchasing Query >> Purchase Order Query from the main menu.
Figure 1-WUF015-1: Purchase Order Query
To begin, select Company from dropdown list, then click on Execute Query button.
System will display Purchase Order List.
To view purchase order details, place cursor on the desired PO and click on Details
button. System will navigate to “WUF003 – Purchase Order Query” screen. Click on
Exit button to return to previous screen.
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :10/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Figure 1-WUF003-1: Purchase Order Query - Details
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :11/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating Purchase Order Reports
This screen can be accessed by selecting Purchasing >> Reports >> Purchase Order
Reports from the main menu.
Figure 1-WUR001F-1: Purchase Order Query – PO Listing Tab
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :12/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating PO Listing Reports
Click on PO Listing tab [Figure 1-WUR001F-1].
Figure 1- WUR001F -1: Purchase Order Reports – PO Listing Tab
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Date From Report’s start date
Date To Report’s end date
Fund Type Fund can be selected from list of value pop-
up displayed when user click on LOV
button
Cost Centre Cost Centre can be selected from list of
value pop-up displayed when user click on
LOV button
Purchase Method Purchase’s method
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :13/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Bumi Status Vendor’s bumiputera status
Parent Code Account’s parent code can be selected from
list of value pop-up displayed when user
click on LOV button
Account Code Account code can be selected from list of
value pop-up displayed when user click on
LOV button
Status PO status can be selected from list of value
pop-up displayed when user click on LOV
button
Click on Run Summary Report button to generate report in PDF format
Click on Run Detail Report to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :14/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating PO Listing by Project Code Reports
Click on PO Listing by Project Code tab [Figure 1-WUR001F-2].
Figure 1- WUR001F-2: Purchase Order Reports – PO Listing by Project Code Tab
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :15/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Date From Report’s start date
Date To Report’s end date
Fund Type Fund can be selected from list of value pop-
up displayed when user click on LOV
button
Cost Centre Cost Centre can be selected from list of
value pop-up displayed when user click on
LOV button
Project Code Project code can be selected from list of
value pop-up displayed when user click on
LOV button
Acct Code Account code can be selected from list of
value pop-up displayed when user click on
LOV button
Status PO status can be selected from list of value
pop-up displayed when user click on LOV
button
Click on Run Summary Report button to generate report in PDF format
Click on Run Detail Report to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :16/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating PO with Item Code Report
Click on PO with Item Code tab [Figure 1-WUR001F-3].
Figure 1- WUR001F-3: Purchase Order Reports – PO with Item Code Tab
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Type Vendor type
Date From Report’s start date
Date To Report’s end date
Item Code Item code can be selected from list of value
pop-up displayed when user click on LOV
button
Status PO status can be selected from list of value
pop-up displayed when user click on LOV
button
Click on Run Report button to generate report in PDF forma
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :17/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating Purchase Delivery Report
Click on Purchase Delivery tab [Figure 1-WUR001F-4].
Figure 1- WUR001F-4: Purchase Order Reports – Purchase Delivery Tab
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Date From Report’s start date
Date To Report’s end date
Purchase Method Purchase’s method
Click on Run Report button to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :18/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating PO Payment Status Report
Click on PO Payment Status tab [Figure 1-WUR001F-5].
Figure 1- WUR001F-5: Purchase Order Reports – PO Payment Status Tab
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Date From Report’s start date
Date To Report’s end date
Click on Run Report button to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :19/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating Tender Listing Report
Click on Tender Listing tab [Figure 1-WUR001F-6].
Figure 1- WUR001F-6: Purchase Order Reports – Tender Listing Tab
Click on Run Report button to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :20/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating Supplier Report Click on Supplier Report on Purchasing tab [Figure 1-WUR001F-7].
Figure 1- WUR001F-7: Purchase Order Reports – Supplier Report Tab
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Vendor Name Vendor can be selected from list of value
pop-up displayed when user click on LOV
button
Date From Report’s start date
Date To Report’s end date
Purchase Status Purchase’s status
Cost Centre Cost centre can be selected from list of
value pop-up displayed when user click on
LOV button
Click on Run Report button to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :21/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating Pencapaian Tahunan Report
Click on Pencapaian Tahunan tab [Figure 1-WUR001F-8].
Figure 1- WUR001F-8: Purchase Order Reports – Pencapaian Tahunan Tab
Click on Run Report button to generate report in PDF format
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :22/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Generating KPT Report
This screen can be accessed by selecting Purchasing >> Reports >> KPT Report from
the main menu.
Figure 1-WUR036F-1: KPT Reports
MANUAL PENGGUNA PENYEDIAAN
PESANAN BELIAN
(PURCHASE ORDER PREPARATION)
Muka surat :23/23
Tarikh : 8 JANUARI 2016
UPSI(ISO)/BEN/P02/MP03 Pindaan : 00
Fill in parameter fields. The fields are explained, as followed:
Field Name Description Required
Date From Report’s start date
Date To Report’s end date
Fund Type Fund can be selected from list of value pop-
up displayed when user click on LOV
button
Parent Code Account’s parent code can be selected from
list of value pop-up displayed when user
click on LOV button
Purchase Method Purchase’s method
Click on Run Report button to generate report in PDF format