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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
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Page 1: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

MANUAL PENGGUNA

(USER MANUAL)

JABATAN BENDAHARI

PENYEDIAAN PESANAN BELIAN

(PURCHASE ORDER PREPARATION)

UPSI (ISO)/BEN/P02/MP03

PINDAAN: 00

TARIKH: 8 JANUARI 2016

Page 2: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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:

Page 3: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 4: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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.

Page 5: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 6: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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.

Page 7: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 8: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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.

Page 9: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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.

Page 10: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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.

Page 11: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 12: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 13: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 14: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 15: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 16: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 17: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 18: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 19: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 20: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 21: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 22: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 23: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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

Page 24: PENYEDIAAN PESANAN BELIAN - bendahari.upsi.edu.mybendahari.upsi.edu.my/images/garispanduan_manual/P02/P02-MP03 Pesanan Belian.pdf · manual pengguna penyediaan pesanan belian (purchase

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


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