Purchase Module

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

2. File # 003 Covers the fourth & Fifth cell of this flow chart

3. Sub-Topics Covered

4. PO Approvals on your Mobile Phone

5. Finsys on your Mobile Phone

6. It is easy andmost of the Finsys Client Directors today, approve the PO’s regularly, via Mobile phoneit is so easy

7. . Now , let us “Approve” the Purchase order

8. Next Step Now , let us approvethe Purchase order

9. Select the Purchase and Procurement Module

10. Select the PO Approval Button Select the PO Approval Button

11. Select the Desired Date

12. Select the PO type you made

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

14. You can reject the PO request with mentioning the “specific reason”.

15. Press click in the “tick-box” on the right Here, 2 rows will approve.

16. As soon as the Directors approve the PO, an email goes to vendor automatically. **Note : This Auto E-Mail desires a dedicated “in-house mail server” **

19. 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

20. 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

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