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

2. 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

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

4. PO Approvals on your Mobile Phone

5. Finsys on your Mobile Phone

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

7. NOW, LET US “APPROVE” THE PURCHASE ORDER.

8. Next Step Now, let us approve the Purchase order

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

11. Select the desired date

12. Select the desired type, party, item, if desired

13. 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 email shoots, if desired.

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

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

17. 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

18. 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

19. Some options during PO checking / Approval ?

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

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

22. Approval Limits There is a facility for fixing the approval rights “monetary” limits. Mr Tyagi, Purchase Manager = Approval Rights Rs. 0 to Rs. 10000 Mr Bhansali, Plant Head = Approval Rights Rs. 10001 to Rs. 75000 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 )

23. Click on Quantity colm To get useful information

24. 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

25. Click on Rate colm To get useful information

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

27. 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 ?

28. Color Coding = Yellow & Blue To get useful information

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

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

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

32. 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 ?

33. 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 ?

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

35. Can I see the PR and PO while approving ?

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

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

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

39. Over to Next Powerpoint