Purchase Module Planned Flow of the Software # 003 = Purchase Order Checking & Approval

File # 003 Covers the 4 th – 5 th cell of this flow chart Purchase indent Indent Approval Purchase Order PO checking PO Approval Gate Entry Quantity MRR QA – QC Bill Passing Payment

PO Checking Info available while checking PO Approval Info available while checking Auto Sub-Topics Covered

PO Approvals on your Mobile Phone

Finsys on your Mobile Phone

It is easy and most of the Finsys Client Directors today, approve the PO’s regularly, via Mobile phone it is so easy

NOW, LET US “APPROVE” THE PURCHASE ORDER.

Next Step Now, let us approve the Purchase order

To approve, Go to this menu & Press this icon (( a short cut available, on the main desktop, for Directors, and CEO ))

Select the desired date

Select the desired type, party, item, if desired

Press click in the “tick-box” on the right Here, 3 rows approved. You can reject the PO request And also give the “specific reason” This makes the message clear Auto shoots, if desired.

As soon as the Directors approve the PO, an goes automatically to the vendor as shown above ** Note : this auto desires a dedicated “in-house mail server”

Take printout of approved PO if required for your record that is also available in the system

Question : Do you need PO Approval ? Do we need online “PO Approval” ? – Best Business Practice (BBP) : Yes – Reason : proof that it is authorised by them. – Good = for additional control – This control is “Not suitable” for companies where Directors don’t approve “online”. What happens if the PO is not approved online – PO process in the ERP becomes a formality / typing job – Decision makers are not seeing the past rate history Stock in hand in that plant – LIVE position Stock in hand in other plants – LIVE position Pending PO position ( PO raised for same item and pending to be received from vendors) Pending In QC stock = what if already goods received, but pending in QC for 10 days, hence production facing problem, thinking they are not available, making a PO again

Question : “PO checking” ? Do we need online “PO checking ” ? – Best Business Practice (BBP) : Yes – Reason : proof that it is authorised by one more person before the final approval. – Good = for additional control – This control is “Not suitable” for small companies where staff is less, and all decision taken by the Director himself. If you want this facility ? – Screens and options similar to PO approval screen – Usually given to HOD Purchase, or the HOD Accounts – He/she can see the following before the PO is checked past rate history Stock in hand in that plant – LIVE position Stock in hand in other plants – LIVE position Pending PO position ( PO raised for same item and pending to be received from vendors) Pending In QC stock = what if already goods received, but pending in QC for 10 days, hence production facing problem, thinking they are not available, making a PO again

Some options during PO checking / Approval ?

Colm for “Marking URGENT” See, who checked it before me. Here…. Empty means “None” Last rates PR, date and who made it……

If I reject a PO I can mark a row as “rejected” == RED colm And Then give reasons as shown above

Approval Limits There is a facility for fixing the approval rights “monetary” limits. Mr Tyagi, Purchase Manager = Approval Rights Rs. 0 to Rs Mr Bhansali, Plant Head = Approval Rights Rs to Rs Mr G K Ahuja, Director = Approval Rights Rs. 0 to Rs. 1,00,00,000 Mr B S Ahuja, Chairman = Approval Rights Rs. 0 to Rs. unlimited, ( and compulsory for all capital goods )

Click on Quantity colm To get useful information

Click the “Quantity” To see the stock in hand of that item In that plant And in all the plants, live on the Finsys ERP

Click on Rate colm To get useful information

Option to see and verify the Rate History of this item  3 options available

When, I click, same item-all vendors, it Shows I was purchasing this item from which vendor in past ? At what price ? For what lot quantity ? At which plant ? Which PO, and date ?

Color Coding = Yellow & Blue To get useful information

Color Coding = YELLOW Yellow = Shows, it is an “amendment” Purchase Order >> extra caution required

Color Coding Yellow = Amendment Why did you amend it ?? See the reason here

Color Coding BLUE Blue = Shows, it is an “Rate Variation” Purchase Order >> Again >> extra caution required

Click the rate colm It Shows I was purchasing this item from which vendor in past ? At what price ? For what lot quantity ? At which plant ? Which PO, and date ?

This colm Shows Reason for “Rate Difference” Whatever, justification, your staff member gave Whenever there is a “Blue mark”you will ask your staff member, the reason why he is allowing a higher price to this vendor ?

Opinion Colm Shows the opinion of the ERP, in this PO

Can I see the PR and PO while approving ?

Click the P R number  to see the Soft copy of the Purchase requisition immediately

Click the Purchase Order Number column You can see the Soft copy of the Purchase Order immediately

Now We have approved the Purchase Order Next step, next file

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