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Entity Settings
RFQ
PR / PO
DO / GR
Payments / Financing
SUBCON
Doxa Connex Guide for
General

Start using this guide by clicking one of the tabs above. Navigate using the Table of Contents column on the left, and quickly jump back to the top using the button in the bottom right corner.

Otherwise, you can watch the video tutorial below.

1030

How to Switch to Admin Profile

Log in to your account

Click on the 3 lines beside User Profile
Click Admin

It will bring you to the Admin Profile

To switch back to User Profile, click on the 3 bars on the top left corner

Click on the module you wish to use

Date last updated:
June 2, 2022

1031

How to Add User

Click Entity Management
Click Manage Company Users

Click Create New

A: User Profile
User Name: Input name
Email: Input valid email address
Work Phone (Dial Code): Select Singapore under the dropdown
Work Phone (Work Number): Input user’s work number
Designation (optional)

B: Assigned Roles
Tick on the Supplier/Subcon role

Once done, click Create

User created will appear here

Date last updated:
June 6, 2022

1032

How to reset User Password

Click Entity Management
Click Manage Company Users
Double click on the user you wish to reset the password

Click Edit

Scroll down using the scroll bar on the right
Click Security & Login

Click Reset to Reset User’s Password

A: Set Password - Select either one of the below:
Autogenerated password: System will send an email with an autogenerated password for the user
Custom Password: Input own password for the user

B: Require Password Reset
User must create a new password at next sign-in: If checked, user will need to create a new password upon signing in.
If unchecked, the password set (either system generated or custom password) will be the default password for the user

Once done, click Reset Password

Date last updated:
June 2, 2022

1033

How to set up Address

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Addresses

Click Create New

Fill in your company’s address

A: Company Address Details

Address Label: Please input HQ
Address Line 1: Please input your company’s address
Address Line 2: Please input your company’s address
State/Province: Singapore
Postal Code: Please input your company’s postal code
Country: Select Singapore under the dropdown

B: Kindly tick the below 2 boxes
Set Default Address
Set Active Status

Once done, click Create

Your Company’s address created will appear here

Date last updated:
June 2, 2022

1034

How to set up Currency

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Currencies

Click Create New

Currency: Select SGD under the dropdown
Currency Name: Currency Name will be auto-populated once Currency has been selected
Exchange Rate: Input 1
Set Default Currency: Tick

Once done, click Create

The Currency created will appear here

Date last updated:
June 2, 2022

1035

How to set up Tax

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Tax

Click Create New

Tax Code: Input GST / NOGST (depending if you are a Tax / Non Tax Registered Business)
Tax Rate: Input Tax Rate
Description (optional)

Tick Set Default Tax


Once done, click Create

The Tax created will appear here

Date last updated:
June 2, 2022

1036

How to set up Document Prefix

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Document Prefix

Click Generate Prefixes

You will see a list of Document Prefixes:
Invoice
Delivery Order
Credit Note

A: Delivery Order
Double click on Delivery Order

Click Edit

Pre-fix Status: Select Manual Key In under the drop down

Manual means you will be allowed to enter your own DO / Invoice / Credit Note Number.

Default means system will auto-generate the Invoice Number, Delivery Order Number and Credit Note Number.

Once done, click Save

Once you have configured the Document Prefix for Credit Note, Invoice and Delivery Order Type is changed to Manual - meaning you will be able to enter your own
number for the stated function (Credit Note, Invoice, Delivery Order)

Date last updated:
June 2, 2022

1037

How to Accept Connection Request

Supplier will need to accept the Connection Request sent by the Buyer so that Supplier is able to view PO sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa

Click System Configuration
Click on the small arrow beside Vendor Management to expand the dropdown
Click Manage Connections

You will see the connection request sent by the Buyer. The status is “IN REQUESTING”
Double click on the Company Name

A: Connection Details
Information provided are the Buyer’s information

B: Accept or Reject
To accept the connection request with the Buyer, click Accept

Click Confirm to accept the connection request

Click New Vendor

Give it 1-2 seconds to load

System will auto-generate the Buyer’s information

Below are the fields required by the Supplier to take action:
My Supplier: Uncheck
Payment Term: Select Payment Term under the dropdown. This is the Payment Term as agreed between the Buyer and Supplier
Bank Account To Receive Payment (Optional)

Once above information are filled in, click Save & Connect

Once the connection is successful, there will be a notification button to notify the user that the Connection has been created accepted. User can click “I Understand” or “Cancel”.

The Connection Status for the Buyer will show as “CONNECTED

Once Supplier and Buyer is connected, Supplier will be able to view the POs sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa.

Date last updated:
June 2, 2022

1038

How to add Company Logo

Click Dashboard
Click Company Profile

Upload your Company Logo

Note: Upload, jpg, jpeg, png.
*Max file size 10 MB

Use the scroll bar to crop your Company Logo

Click Crop once done

Once done, click Save

Once saved, there will be a notification button to notify the user that the Company Logo has been updated. User can click “I Understand” or “Cancel”.

Company logo will appear on the left of the page and in your invoice

Date last updated:
June 2, 2022

1039

How to set up UOM (Unit Of Measurement)

This step is optional. You will only need to set up if you adding Manual Items when creating Credit Note
Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage UOM

Click Create New

UOM Code: example ITEM, PCS, KG, SUM
UOM Name: example ITEM, PIECES, KILOGRAM, SUM
Description (optional)

Once done, click Create

The UOM created will appear here

Date last updated:
June 2, 2022

1041

How to Set Up Approval Groups

Click Entity Management

Click Manage Approval Groups

Click Create New

Approval Group Name: Input a group name for this Approval Group

Approvers: Select the approvers under this Approval Group

Remarks (optional)

Set Active Status: Check this box

Once done, click Create

The Approval Group created will appear here in the List Of Approval Groups

If approval group is no longer in used or has been wrongly created, scroll to the right and click the Deactivate button.

Date last updated:
April 12, 2022

1042

How to Set Up Approval Matrix

Click Entity Management

Click Manage Approval Matrix

Click Create New

Approval Code: Input an Approval Code

Approver Name: Give a name to this new Approval for the Approval Code

* This Approval Name will appear in “Approval Route” when selecting approvals in your workflow

Select the feature (or Workflow) that this Approval Matrix is for

Select the number of Approval Levels

If Approval Range is by value, tick Value Criteria

Input the range

A: Users tab (Assign Single Approver)

This allows you to assign custom individual approvers in the order that you require.

B: Groups tab (Assign an Approval Group)

This allows you to define the number of approvers needed from a pre-defined group of approvers.

A: Users (Single Approvers)

Assign your approvers for this Approval Matrix using the dropdown.

Approver Sequence: Invoice Approver 1 > Invoice Approver 2

Number Approvers: will be 1 as it is a single approver

B: Group approvers

Select approval group/(s) under dropdown
(this is configured under Manage Approval Groups)

Number Approvers: the number of people required from this approval group to fully approve.

E.g. An approval group has 5 users. Number of approvers selected = 2.

This means 2 out of the 5 users in the approval group will need to approve the invoice.

Once done, click Create

The Approval Matrix created will appear here in the List Of Approvals

If approval matrix is no longer in used / wrongly created, click the Deactivate button.

View the animation above for a short walkthrough where we:

  1. Selected the Pre-Purchase Requisition workflow
  2. Set a 2-level Approval
  3. Set up the criteria range
  4. Selected the 2 Users for each level of approval
  5. Set up a Group Approval for costs above $1,000,000

Summary of Approval Matrix

Date last updated:
April 12, 2022

1043

How to Configure the Features Matrix

Click Entity Management

Click Manage Features Matrix

Select the User using the dropdown

Select the Module using the dropdown (optional). This will filter and display only the module you've selected on the next screen.

Click Search

Tick/untick the checkboxes according to the feature and permission type you want to assign.

There are 3 access types: Read, Write, Approve.

Read: View-only access.

Write: Editing rights. This must be paired with Read access.

Approve: Set up user as an approver for the selected line item.

You must click “Save” in order for these changes to be saved.

Date last updated:
April 12, 2022

1044

How to Set Up Payment Term

Click System Configuration

Click Manage Payment Term

By default, there will be a list of system-generated common Payment Terms.

If you have an additional Payment Term that is not inside the list, click Create New

Name: Enter a name for this payment term

Pay In: number of days this payment term is

Remarks: (optional)

Once done, click Create

The payment term created will appear here in the List Of Payment Terms.

Manually created payment terms will indicate it is updated by which user, and the time of update.

Date last updated:
April 12, 2022

1045

How to Set Up Payment Cycle

Click System Configuration

Click on Payment Management to expand the dropdown

Click Manage Payment Cycle

Click Create New

A: Payment Cycle Details

Payment Cycle Code: input code

Payment Cycle Date: select cycle date under dropdown

Description (optional)

Set Active Status: tick

B: Vendor

Click Add Vendor to add vendors under this payment cycle

B: Vendor

Tick the checkboxes of vendor(s) for this Payment Cycle

Once done, click Add

When all details are added, click Create

The Payment Cycle created will appear here in the List of Payment Cycles

If payment cycle is not in used / wrongly created, click the Deactivate button

Date last updated:
April 12, 2022

1046

How to Set Up G/L Account

Click System Configuration

Click General Settings to expand the dropdown

Click Manage G/L Accounts

Click Create New

G/L Account: Enter G/L Account

Description: (optional)

Once done, click Create

The G/L Account created will appear here in the List of G/L Accounts

If G/L Account is not in used / wrongly created, click the Deactivate button

Date last updated:
April 12, 2022

1047

How to Set Up Catalogue

Click System Configuration

Click on General Settings to expand the dropdown

Click Manage Catalogues to expand the dropdown again

Click List of Catalogues

Click Create New

Input the required details as follows (marked with a *)

  • Item Code
  • Item Name
  • Category
  • UOM
  • Supplier Code
  • Tax Code
  • Currency
  • Latest Price

Optional

  • Valid From
  • Valid To
  • Description
  • Model
  • Size
  • Brand
  • G/L Account

Once done, click the Create button.

The Catalogue Item created will appear here in the List of Catalogues

If the catalogue item is not in used/item created wrongly, scroll to the right and click the Deactivate button.

Date last updated:
April 12, 2022

1049

How to Set Up Category

Click System Configuration

Click on General Settings to expand the dropdown

Click Manage Category

Click Create New

Category Name: Input Category Name

Category Description (optional)

Once done, click Create

The Category created will appear here

If the category is created wrongly / no longer in use, click the Deactivate button

Date last updated:
April 12, 2022

1050

How to Set Up Trade Codes

Click System Configuration

Click on Project Management to expand the dropdown

Click Manage Trade Codes

Click Create New

Trade Code: Enter Trade Code

Trade Title: Enter Trade Title

Description: (optional)

Once done, click Create

The Trade Code created will appear here

If trade code is no longer in use / created wrongly, click the Deactivate button

Date last updated:
April 12, 2022

1051

How to Set Up Projects

Click System Configuration

Click on Project Management to expand the dropdown

Click List Of Projects

Click Create New

A: Project Information

Project Code: Enter Project Code - this will appear in the Project Column

Project Title: Enter Project Title - this will appear in PO PDF

Start Date: Enter Start Date of the project

End Date: Enter End Date of the project

Currency: Select currency under dropdown

Overall Budget: Enter Overall Budget for the project

Project Address: Select Address Code for the Project under dropdown. This is set up under Manage Address

Address Line 1, Address Line 2, Postal Code, Country, State/Province, City: Auto Populated based on Project Address selected

Project Description: Enter Project Description

B: Project Members

Overall Project In-Charge: Select User (only 1)

Project Admin: Select user (only 1) - this user will be the one doing Project Forecast

Project Team Members: Select users who are working under the project

Once done, click Create

The project created will appear here in the list.

To edit the project, double click into the project

Click the Edit button

When editing a existing Project, the fields that can be edited are:

Project Information

  • Project Title
  • Start Date
  • End Date
  • Project Address
  • Description

Continued...

Project Members

  • Overall Project In-Charge
  • Project Admin
  • Project Team Members

After making changes, click Save.

Date last updated:
April 12, 2022

1052

How to Forecast Project

Only the project admin is able to forecast the project (Project Admin role required)

Click System Configuration

Click on Project Management to expand the dropdown

Click Project Forecast

Double click into the project you would like to forecast

Click Forecast

Click Add Trade

Select Project Trade by ticking the checkboxes.

This list is retrieved from Manage Trade Codes

Click on the Book icon to add items under the trade

Select the Catalogue Items by ticking the checkboxes.

This list is retrieved from Manage Catalogue (List Of Catalogues)

Once done, click Add.

Note: The forecasted items are generic items (not tied under supplier)

Use the scroll bar to scroll to the right

Enter the forecasted unit price and quantity for the item

Unit price is extracted from the unit price input in the catalogue

Once done, click Save

Important note: Once saved, you will NOT be able to delete item(s) and trade(s).

Date last updated:
April 12, 2022

1053

How to Close Project

If the project ends early and require you to close the project, the Project Admin will need to close the project.

Click System Configuration

Click on Project Management to expand the dropdown

Click Project Forecast

Double click into the project you want to close.

Click Forecast

Click Close Project

Status of project will update to display CLOSED.

Date last updated:
April 12, 2022

1054

How to Add External Vendor

Click System Configurations

Click on Vendors Management to expand the dropdown

Click Manage External Vendors

Click Create New

A: Company Profile

Business Role: Tick on My Buyer/ My Supplier
Company Code: Input supplier code
Company Name: Input Supplier’s Company Name
Company Reg. No: Input Supplier’s Registration Number
Country Of Origin: Select country under the dropdown
Payment Term: Select payment terms with the supplier under the dropdown
Tax-Registered Business: Tick this box if the supplier is tax registered
Tax Reg. No: Input supplier’s tax registration number
Tax Code: Select tax code (this is set up under Manage Tax)
Tax Percentage: This is auto populated based on tax code selected

B: Main Contact Person (this is the Supplier’s information)

Full Name: Input Supplier’s main contact person name
Contact Number: Select dial code under dropdown, and input contact number
Email: Input main contact person’s email

C: Company Address 1 (this is the Supplier’s information)

Address Label: Input address label (eg: HQ)
Address Line 1
Address Line 2 (optional)
City (optional)
Postal Code
State/Province
Country: Select country under dropdown
Set as default: Tick this box

D: List Of Contact Person(s)

The purpose of this section is to allow the adding of additional contact persons.

For example, a salesperson, or other people outside of the main contact person.

To add a new row, click Add

Populate the information below:

  • Full Name
  • Country Code: Select country code under dropdown
  • Contact Number
  • Email Address

To add another row, click Add again.

Once done, click Save.

Saving this form only creates a vendor record, and they will not yet be connected.

Date last updated:
April 12, 2022

1055

How to Send a Connection Request

Click System Configurations

Click on Vendors Management to expand the dropdown

Click Manage External Vendors

The newly created vendor record will display the Connection Status: NOT CONNECTED

This means that the connection request has not been sent yet.

Double click into the vendor record.

Click Reconnect

Connection status:

AWAITING APPROVAL: Connection status sent to supplier/buyer, pending supplier to accept connection request

NOT CONNECTED: Connection status not sent to supplier/buyer

CONNECTED: Buyer/Supplier accepted the connection request and is connected

Date last updated:
April 12, 2022

1056

How to Set Up AP Specialist

Click System Configurations

Click on Vendors Management to expand the dropdown

Click Manage AP Specialist

Click Create New

A: AP Specialist Grouping

Group Code: Enter Group Code

AP Specialist Group: Select AP Specialist user(s) under the dropdown

Remarks: (optional)

B: External Vendor Tagging

Click Add Vendor to add vendors under this AP Specialist Group

Select the vendors and click Add

Once done, click Create

The created AP Specialist Group created will be displayed in the list.

Date last updated:
April 13, 2022

1057

How to Set Up Bank Account

Click Bank Connections

Click Manage Bank Account

Click Add New

Fill in Company’s Bank Account Details

Required:

  • Bank Label
  • Country: Select country under dropdown
  • Bank Name: Select Bank under dropdown
  • Bank Account No: input bank account number
  • Account Holder Name
  • Currency: Select currency under dropdown
  • Branch

Optional:

  • Swift Code

  • Branch Code
  • Branch City
  • Branch Address Line 1, Line 2
  • Postal Code
  • State/Province

Once done, click Create

Bank Account(s) added will be displayed in this list.

Status of Bank Account will be PENDING APPROVAL

Date last updated:
June 2, 2022

1058

How to Set Up Supplier's Bank Account

Click Bank Connections

Click Manage Supplier Bank Account

Click Add New

A: Supplier Information

Select Supplier’s Company Code under the dropdown

Company name, company reg no, country of origin, payment terms - will be auto populated once company code is selected

B: Bank Account Information

Fill in Supplier’s Bank Account Details

Required:

  • Bank Label
  • Country: Select country under dropdown
  • Bank Name: Select Bank under dropdown
  • Bank Account No: input bank account number
  • Account Holder Name
  • Currency: Select currency under dropdown
  • Branch


Optional:

  • Swift Code
  • Branch Code
  • Branch City
  • Branch Address Line 1, Line 2
  • Postal Code
  • State/Province

Default Bank Account: Tick this box

Once done, click Create

Supplier Bank Account created will show here.

Status of Bank Account will be PENDING APPROVAL

Date last updated:
April 13, 2022

1059

How to Approve a Bank Account

This can only be done by the user who is given the “Approve” feature under Manage Bank Account / Manage Supplier Bank Account

To assign "Approve" feature under Manage Bank Account: click Entity Management, click Manage Company Users

Double click on the user who should be approving the bank account

Click Edit

Tick Approve box under Manage Bank Account

Once done, click Save

To Approve Bank Account;

Click Bank Connections

Click Manage Bank Account or Manage Supplier Bank Accounts, depending on which type of bank account you want to approve.

Double click into the bank account which has the status PENDING APPROVAL.

Review the details.

Click Approve / Reject

Status will change to APPROVED.

Date last updated:
June 2, 2022

1060

How to Raise Request for Quotation

Click Request for Quotations

Click Raise RFQ

This will open the Raise a Request for Quotation Page

A. Select the Nature of Requisition.

If project type select the project name.

B. Select the currency.

C. Select a vendor

D. Enter the RFQ Title  

Select the procurement type Goods or Service

E. Select the RFQ Type

One off Quotation or Contract

For one of quotation you will only need the due-date, delivery date and address.

For contract you will need all the information above.

F. Adding Items

Select + Add Catalogue or + Add Manual

F. Adding Items

When you choose +Add Catalogue, a popup box will appear.

Select the items and click Add

Input Quantity

You can click Save as Draft or Send to Vendors

When Submit to Vendor is clicked, there will be a notification button to notify the user that RFQ has been successfully submitted.

User can click “I Understand” or “Cancel”.

Status of the RFQ will be shown as “PENDING QUOTATION”

Date last updated:
May 5, 2022

1061

RFQ Process for Suppliers

Click on Request for Quotations

Click RFQ List

You can open the RFQ from the list by double clicking on your selected RFQ.

A. Contains the RFQ No. Status and Currency.

B. Contact Vendor Information.

C. General Information.

D. Request Terms

Supplier enters the Quoted unit price.

The suppliers can send negotiation message or attachment through the negotiation tab and the buyer can view the attachment and messages.

1.Suppliers can upload attachment

2.Suppliers can send a message to the buyer.

3.Suppliers can view the negotiation messages/attachment from the buyer.

Once the supplier completes the quotation he can click on Submit

You can view the status of the RFQ in the RFQ List.

The status will update to "RFQ closed" once the buyer completes the shortlisting.

Date last updated:
July 19, 2022

1064

Review suppliers Quotation and manually close RFQ

Click on Request for Quotations

Click RFQ List

Select RFQ from the list

A. View comparison for all the suppliers

B. View price for Supplier 1

C. View price for Supplier 2

To check any negotiation message or attachment from the suppliers.

1.Click on the supplier name You will see any attachment or messages from the suppliers in the negotiation tab.

2. Negotiation Tab

3.Upload attachment for the suppliers

4.Send message for the suppliers

After reviewing the quotation and negotiation You can click Update RFQ or Close RFQ.

Date last updated:
May 5, 2022

1065

How to reopen RFQ

Click on Request for Quotations

Click RFQ List

Select RFQ from the list

Click on Reopen RFQ

RFQ Status will be back in Quotation in Progress.

Date last updated:
May 5, 2022

1066

How to shortlist supplier

In the Quotation Section

Tick the checkbox of your preferred supplier as per the illustration above A or B.

Select your approval route in the dropdown.

RFQ status will be pending approval.

Date last updated:
May 5, 2022

1067

How to Approve RFQ

Click on Request for Quotations

Click RFQ List

Select RFQ from the list

Review all the RFQ details and you can select to “send back” or “approve”

State the reason for sending back the RFQ

Click Approve to proceed.

RFQ status will change to Shortlisted.

Date last updated:
May 5, 2022

1001

How to Raise Purchase Pre-Requisition (PPR)

Click Requisitions, and then click Raise Pre-Requisition.

A: Raise Requisition

Select Type of Requisition from dropdown button

Select Nature of Requisition from dropdown button

B: Initial Settings

Select Currency

C: General Information

Input PPR Title

Select Procurement Type from dropdown button

Select Approval Route from dropdown button (if required)

Approval Route will be auto populated once Approval Route is selected

D: Request Terms

Select Delivery Address from dropdown button

Select Delivery Date

Input Note (if required)

E: Adding of Items

Select + Add Manual or + Add Catalogue

Add Items Manually

If you choose +Add Manual, a new row will appear

Click the blank boxes to:

Input Item Code, Item Name

Select Category from dropdown button

Input Item Description

Input Model, Size, Brand (if required)

Select UOM from dropdown button

Input Quantity

Select Delivery Address from dropdown button

Input Notes (If required)

Add Items from Catalogue

If you choose +Add Catalogue

Select the item(s) and click Add

F: Internal Conversations

If you require to start a conversation internally with other users, input Conversation and click Send button

G: External Conversations

If you require to start a conversation externally with stakeholders outside your organisation, input Conversation and click Send button

Click Save As Draft or Submit

When Submit is clicked, there will be a notification button to notify user that PPR has been successfully created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the PPR will appear as “PENDING APPROVAL” or "PENDING PURCHASER REVIEW" or "PENDING CONVERT TO PO"

Date last updated:
April 12, 2022

1002

How to Approve Purchase Pre-Requisition (PPR)

Click Requisition

Click Purchase Pre-Requisition List

Select PPR with the status “PENDING APPROVAL” by double clicking

Check the details of the PPR

Click Approve/Send Back/Reject

Approve – Approve the PPR

Send Back – Send back the PPR to the creator to amend

Reject – Reject the PPR. User(s) can no longer amend/use the PPR, and will need to raise a new PPR

A: Approve

When PPR is approved by approver, there will be a notification to notify user that PPR has been successfully approved. User can click “I Understand” or “Cancel”.

B: Send Back

When approver clicks “Send Back”, there will be a popup box to prompt the approver to input the reason why he/she sent back the PPR. The input reason will appear in the PPR Internal Conversation.

Input reason for sending back

Click Send Back button

After approver clicks Send Back, there will be a notification to notify user that PPR has been successfully sent back. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the PPR will be shown as “SENT BACK”

C: Reject

When approver clicks Reject, there will be a popup box to prompt the approver to input the reason why he/she rejected the PPR. The input reason will appear in the PPR Internal Conversation.

Input reason for rejecting

Click Reject button again

After approver clicks Reject, there will be a notification to notify user that PPR has been successfully rejected. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the PPR will show “REJECTED”

Date last updated:
April 12, 2022

1003

How to Convert Purchase Pre-Requisition (PPR) to Purchase Requisition (PR)

Click Requisition

Click Purchase Pre-Requisition List

Select PPR with status of “PENDING PURCHASER REVIEW"

Click Convert to Request

Once PPR is converted to PR, there will be a notification button to notify user that PR has been converted successfully. User can click “I Understand” or “Cancel”.

Status of the PR will be “PENDING SUBMISSION"

The page will change from Purchase Pre-Requisition List to Purchase Requisition List.

To submit PR, double click on the PR with the status “PENDING SUBMISSION” to open it

A: Supplier Information

Select Supplier Code from the dropdown button – can select more than 1 supplier

Supplier Name will auto populate when Supplier Code is selected

B: General Information

Input PR Title (this is auto filled, extracted from PPR Title, can amend)

Select Procurement Type from dropdown button (this is auto filled, extracted from PPR, can amend)

Select Approval Route from the dropdown button

Approval Sequence will only display after PR is saved/submitted

C: Request Terms

Select Delivery Address from dropdown button(this is auto filled, extracted from PPR, can amend)

Input Delivery Date (this is auto filled, extracted from PPR, can amend)

Input Notes (If required)

D: Adding Items

Select Supplier from dropdown button

UOM, Quantity, Currency, Unit Price, Tax Code can be amended

If required, can add more items – click +Add Manual/+Add Catalogue

+Add Manual

Input Item Code, Item Name

Select Category from dropdown button

Input Item Description

Input Model, Size, Brand (if required)

Select Supplier, UOM from dropdown button

Input Quantity

Select Currency from dropdown button

Input Unit Price

Select Tax Code from dropdown button

Tax Percentage will be auto populated once Tax Code is selected

+Add Catalogue

Select Items, click Add

Select Supplier from dropdown button

Input Quantity

Select Tax Code from dropdown button

Tax Percentage will be auto populated once Tax Code is selected

E: Internal Conversation

Input Internal Conversation (If required) and click Send button

F: External Conversation

Input External Conversation (If required) and click Send button

G: Save as Draft, Submit, or Cancel

Click Submit/Save As Draft/Cancel

Save as Draft

If clicked “Save As Draft”, there will be a notification button to notify user that PR has been converted successfully. User can click “I Understand” or “Cancel”.

Status of the PR will be “PENDING SUBMISSION”

Submit

If clicked “Submit”, there will be a notification button to notify user that PR has been converted successfully. User can click “I Understand” or “Cancel”.

Status of the PR will be “PENDING APPROVAL”

Cancel

If "Cancel" is clicked, all information will be discarded

Date last updated:
April 12, 2022

1004

How to Raise a Purchase Requisition (PR)

Click Requisition

Click Raise Requisition

This will open the Raise Requisition page on your screen

A: Raise Requisition

Select Type of Requisition from dropdown

Select Nature of Requisition from dropdown

B: Initial Settings

Select Currency from dropdown

Select Yes or No for "Have a Supplier?"

If Yes – Select Supplier Code from dropdown

Supplier Name will be auto populated when Supplier Code is selected

C: General Information

Input PR Title

Select Procurement Type from dropdown

Select Approval Route from dropdown

Approval Sequence will be auto populated when an Approval Route is selected

D: Request Terms

Select Delivery Address from dropdown

Select Delivery Date

Input Note (if required)

E: Adding Items

Select +Add Manual or +Add Catalogue

+Add Manual

If you choose +Add Manual, a new blank line item will appear.

Input Item Code, Item Name

Select Category from dropdown

Input Item Description

Input Model, Size, Brand (if required)

Select Supplier from dropdown

Select UOM from dropdown

Input Quantity

Select Currency from dropdown

Input Unit Price

Select Tax Code from dropdown

Tax Percentage will be auto populated once Tax Code is selected

+Add Catalogue

When you choose +Add Catalogue, a popup box will appear.

Select the items and click Add

Select Supplier from dropdown

Input Quantity

Select Tax Code from dropdown

Tax Percentage will be auto populated once Tax Code is selected

F: Internal Conversations

Internal conversations are only visible to your organisation and entity.

Input Conversation (If required) and click Send button

G: External Conversations

External conversations will be sent to your supplier/external stakeholders

Input Conversation (If required) and click Send button

You can click Save/Save As Draft

When Save As Draft is clicked, there will be a notification to notify user that PR has been converted successfully and the screen goes back to the Purchase Requisitions List. User can click “I Understand” or “Cancel” to dismiss the message. 

Status of the PR will be shown as “PENDING SUBMISSION”

To open the saved PR, double click the "PENDING SUBMISSION" item again.

User can either Submit/Save As Draft/Cancel

When Submit is clicked, there will be a notification button to notify user that PR has been successfully submitted. User can click “I Understand” or “Cancel”.

Status of the PR will be shown as “PENDING APPROVAL”

When Cancel is clicked, there will be a popup box to confirm if user wishes to cancel this request.

If Yes is clicked, this PR will be cancelled. There will be a notification to inform the user that this PR has been successfully cancelled. User can click “I Understand” or “Cancel” to dismiss the notification.

The PR status will be shown as “CANCELLED” in the PR List.

Date last updated:
April 12, 2022

1005

How to Approve Purchase Request (PR)

Click Requisition

Click PRs List

Select the PR that is “PENDING APPROVAL”

Review details of the PR

Click Approve/Send Back/Reject

Approve – Approve the PR

Send Back – Send back the PR tothe creator to amend

Reject– Reject the PR – can no longer amend/use the PR – user will need to raise anew PPR/PR

Approve

When PR is approved by approver, there will be a notification button to notify user that PR has been successfully approved. User can click “I Understand” or “Cancel”.

Status will change to “PENDING CONVERSION TO PO”

Send Back

When approver clicked “Send Back”, there will be a box popped up to prompt the approver to input the reason why he/she sent back the PR. The reason will appear in the PR Internal Conversation.

Input reason for sending back

Click Send Back button

After approver clicked “Send Back”, there will be a notification to inform user that PR has been successfully sent back. User can click “I Understand” or “Cancel”.

Status of the PR will be “SENT BACK”

Reject

When approver clicked “Reject”, there will be a box popped up to prompt the approver to input the reason why he/she rejected the PR. The reason will appear in the PR Internal Conversation.

Input reason for rejecting

Click Reject button

After approver clicked “Reject”, there will be a notification to inform user that PR has been successfully rejected. User can click “I Understand” or “Cancel”.

Status of the PR will be “REJECTED”

Date last updated:
April 12, 2022

1006

How to Convert Purchase Requisition (PR) to Purchase Order (PO)

Click Orders

Click PRs To Be Converted

Select the PR that is "PENDING CONVERSION TO PO"

Click Convert to PO

After clicking on Convert To PO, there will be a notification button to notify user that PO has been successfully converted. User can click “I Understand” or “Cancel”.

To view the PO, click View

Date last updated:
April 12, 2022

1008

How to Issue Purchase Order (PO)

Click Orders

Click POs List

Select the PO that has the status of "PENDING ISSUE"

To view a PDF version of the PO, click on Preview PO

A PDF Draft of the PO will be generated.

When you are ready to issue the PO to supplier, click Issue

Once PO is issued, there will be a notification to inform user that PO has been successfully issued. User can click “I Understand” or “Cancel”.

Status of the PO will be “ISSUED”

Date last updated:
April 12, 2022

1010

How to Acknowledge Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view and acknowledge

Supplier Ack (Supplier Acknowledgement) is “NOT VIEWED”

Click on Acknowledge

Once PO is acknowledged, there will be a notification button to notify the user that this PO has been successfully acknowledged. User can click “I Understand” or “Cancel”.

Supplier Ack (Supplier Acknowledge) will change from “NOT VIEWED” to “ACKNOWLEDGED”.

Date last updated:
December 28, 2021

1011

How to Reject Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view and reject

Click on Reject

Enter reason for rejecting the PO

Click Reject

Once PO is rejected, there will be a standard notification to inform the user that this PO has been successfully rejected. User can click “I Understand” or “Cancel”.

Status will change from “ISSUED” to “REJECTED”.

Date last updated:
December 28, 2021

1012

How to View PDF Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view a PDF of.

Click on the View PO button

The PDF will open in a new tab. You will be able to download it from here.

Date last updated:
December 28, 2021

1040

How to Raise Purchase Requisition (PR) with Price Hidden

Click Requisition

Click Raise Requisition

This will open the Raise Requisition page on your screen

A: Raise Requisition

Select Type of Requisition from dropdown

Select Nature of Requisition from dropdown

B: Initial Settings

Select Currency from dropdown

Select Yes or No for "Have a Supplier?"

If Yes – Select Supplier Code from dropdown

Supplier Name will be auto populated when Supplier Code is selected

C: General Information

Input PR Title

Select Procurement Type from dropdown

Select Approval Route from dropdown

D: Request Terms

Select Delivery Address from dropdown

Select Delivery Date

Input Note (if required)

E: Adding Items

Select +Add Catalogue or +Add Manual

When you choose +Add Catalogue, a popup box will appear.

Select the items and click Add

Input Quantity

Select Price Type under dropdown

If Price Type is not available under dropdown (eg: As Per LA), type in the Price Type and click Create “As Per LA”

You can click Save As Draft/Submit

When Submit is clicked, there will be a notification button to notify user that PR has been successfully submitted. User can click “I Understand” or “Cancel”.

Status of the PR will be shown as “PENDING APPROVAL”

The PO sent to Supplier will be labelled as “As Per LA” with the price masked off.

Date last updated:
April 12, 2022

1070

How to convert Purchase Requisition to Request For One-off Quotation (from PPR)

After a Pre-Purchase Requisition has been Raised and Approved, go to Requisition and click on Purchase Pre-Requisition List

Double-click on Pre-Purchase Requisition with status of "Pending Purchaser Review"

Scroll to check items and information.

Then, click on Convert To Request.  

[Optional] Click on Send Back if further clarification from Requester is required.

Type in the Reason and click Send Back.

Status will change to Sent Back on the list.

The requisition will then need to be Approved once more before Purchaser can review and convert to a Request.

After you click Convert to Request the status on Purchase Requisition List will change to Pending Submission.

Double-click on the line item.

The requisition details will auto-populate.

Select Yes on Do you want to go for RFQ Process?

Proceed with RFQ.

Initial Settings and General Information will be auto-populated.

Input the necessary details on Vendor Information and Request Terms accordingly.

Remember to select One-off Quotation on RFQ Type*.

Also note that on Due Date, you may select the Date AND Time of when the quotations are due to be received from the vendors.

Scroll down to External Conversations to 1) Send a message to All invited vendors and 2) Attach relevant document/s.

Click on Send to Vendors.

Your Purchase Requisition has now been converted into a one-time RFQ (from Pre-purchase requisition).

Date last updated:
May 4, 2022

1013

How to Create Delivery Order (DO)

Click Receipts

Click Create Delivery Order

Select the PO in which you want to create DO from (click the checkbox)

Click Create Delivery Order

Input Delivery Order No and the Delivery Date, a required field.

Scroll down to input quantity delivering under “To Convert” column (the value here is the quantity you are converting to DO)

Input Notes To Buyer (if required)

Use the scrollbar at the bottom to scroll to the right. Mac users without a mouse may not see a visible scrollbar, but you are still able to scroll to the right.

You will see these columns:

PO Quantity: Qty from the PO issued to supplier

Qty Converted: Qty based on the DO/(s) created by the Supplier

PO Qty Rejected: The difference between all DO issued to buyer and all GR created from DO by buyer

PO Qty Received: Qty buyer created GR on the DO issued by the supplier

Upload your hardcopy signed DO under the Conversations section.

Click Attachment under Conversations

Click +Add New to create a new conversation row

Click Choose File and select the file from your computer

Input File Label and/or Description (optional)

Click Create to create DO

Once DO is created, there will be a notification to inform the user that this DO has been successfully created. User can click “I Understand” or “Cancel”.

The status of DO will be shown as PENDING ISSUE.

The “PENDING ISSUE” status means that DO is created but not yet issued to the buyer. This DO is now pending supplier to issue to buyer.

Status of Delivery Order Delivery Order No.
NOT ISSUED  No DO has been created for this PO.
Hence, no DO number will be shown here.
PARTIALLY ISSUED DO(s) has been created for this PO.
However, DO(s) qty < PO qty.
Hence, status is “PARTIALLY ISSUED”.
The DO(s) created for this PO will be shown as
[ DOxxxxx, DOxxxxx, … ]
Date last updated:
March 7, 2022

1014

How to Issue Delivery Order (DO)

Click Receipts

Click Delivery Orders List

Select the DO you want to issue

Status of DO should be “PENDING ISSUE”

Notes To Buyer field can still be edited at this stage.

Supplier can input more notes if required.

If you (the supplier) forgot to attach your own DO or wish to include more attachments, you still can do so in this Issue DO stage.

Click Attachment under Conversations.

Click +Add New to create a new conversation row

Click Choose File and select the file from your computer

Input File Label/Description (optional)

Click Issue to issue the DO.

Once DO is issued, there will be a notification to inform the user that this DO has been successfully updated. User can click “I Understand” or “Cancel”.

The status of DO will be PENDING RECEIPT.

“PENDING RECEIPT” means DO has been created and issued to buyer. DO is now pending buyer to create the Goods Receipt.

Date last updated:
April 12, 2022

1015

How to Create Goods Receipt (GR) from Delivery Order (DO)

Click Receipts

Click Create Receipt from DO

Select the DO you wish create GR

Click +Create Goods Receipt

Input Delivery Date

Select Approval Route

Approval Route will be automatically populated once Approval Route is selected

Using the scrollbar to scroll to the right, you will be able to see:

PO Quantity: Qty from the PO issued to supplier

Qty Converted: Qty based on the DO/(s) created by the Supplier

PO Qty Rejected: The difference between all DO issued (by supplier to buyer) and all GR created from DO (by buyer)

PO Qty Received: Qty buyer created GR on the DO issued by the supplier

Qty Pending Delivery: Remaining qty pending for delivery

Delivery Order Qty: This is from DO issued by supplier -- "To Convert" field

Qty Receiving: Qty must not be more than Delivery Order Qty

Qty Rejecting: Delivery Order Qty – Qty Receiving

PO Delivery Completed: Will be ticked when Qty Received + Qty Receiving = PO Qty

Input quantity received for this DO under Qty Receiving

Input Comments on Delivery (if required)

Click Choose File under Add Attachment (optional - if buyer wish to attach supporting documents for reason of input the qty received)

Input conversation/attachment (if required) and click Send button

Conversations

Internal Conversations: this is for internal users eg: to GR approver

External Conversations: this is for external users eg: to supplier

You can click Create or Save As Draft

Save as Draft

If clicked Save As Draft, there will be a notification to inform the user that GR has been successfully saved. User can click “I Understand” or “Cancel”.

The status of GR will be PENDING SUBMISSION.

When you are ready to submit the draft, click into the GR again.

At this stage, you still can edit these details:

  • Qty Receiving
  • Comments on Delivery
  • Add Attachment

To Submit the Saved Draft, click Submit to submit the GR

Once GR is submitted, there will be a notification to inform the user that GR has been successfully submitted. User can click “I Understand” or “Cancel”.

The status of the GR will be “PENDING APPROVAL”

Create & Submit

If you click Create, the GR will be created

Once GR is created, there will be a notification to inform the user that GR has been successfully submitted. User can click “I Understand” or “Cancel”.

The status of the GR will be “PENDING APPROVAL”.

Date last updated:
April 12, 2022

1016

How to Create Goods Receipt (GR) from Purchase Order (PO)

Click Receipts

Click Create Receipt from PO

Select the PO you wish create GR

Click +Create Goods Receipt

Input Delivery Order No.

Input Delivery Date

Select Approval Route

Approval Sequence will be automatically populated after Approval Route is selected

Use the scrollbar to scroll to the right, you will be able to see:

Quantity: PO Qty

Qty Received: Sum of all the GR/(s) created on this PO

Qty Pending Delivery: Quantity – Qty Received

Qty Receiving: Cannot be more than Qty Pending Delivery

PO Delivery Completed: This will be ticked when Qty Receiving + Qty Received = PO Quantity

Input Qty Receiving

Input Comments on Delivery (optional)

Add Attachment (optional)

Conversations

Input conversation or attachment (if required) and click Send button

Internal Conversations: this is for internal users eg: to GR approver

External Conversations: this is for external users eg: to supplier

Click Create or Save As Draft

Save as Draft

If clicked Save As Draft, there will be a notification to inform the user that GR has been successfully saved. User can click “I Understand” or “Cancel”.

The status of GR will be PENDING SUBMISSION.

Once GR is saved, there will be a notification to inform the user that GR has been successfully saved. User can click “I Understand” or “Cancel”.

The status of GR will be PENDING SUBMISSION.

When you are ready to submit the draft, click into the GR.

At this stage, you still can edit these details:

  • Qty Receiving
  • Comments on Delivery
  • Add Attachment

To Submit the Saved Draft, click Submit to submit the GR

Once GR is submitted, there will be a notification to inform the user that GR has been successfully submitted. User can click “I Understand” or “Cancel”.

The status of GR will be PENDING APPROVAL.

Create & Submit

If you click Create, the GR will be created

Once GR is created, there will be a notification to inform the user that GR has been successfully submitted. User can click “I Understand” or “Cancel”.

The status of the GR will be “PENDING APPROVAL”

Date last updated:
April 12, 2022

1017

How to Approve Goods Receipt (GR)

Click Receipts

Click Receipts List

Select on the GR to approve

The status of the GR should be PENDING APPROVAL

The approver can change the Qty (Quantity) Receiving

Conversations

Approver can view:

Internal Conversations/Attachment - sent by the person who created the GR

External Conversations/Attachment – sent by the supplier who created the DO

To approve, click Approve

Once the GR is approved, there will be a notification button to notify the user that GR has been successfully submitted. User can click “I Understand” or “Cancel”.

The status of the GR will be “COMPLETED”

What the Supplier should see

On the supplier’s screen, the DO will reflect:

Qty Converted: Qty of DO(s) created by Supplier (Sum of all the previous DO/(s) converted and issued)

Qty Rejected: Difference between all DO(s) issued (to buyer by supplier) and all GR created from DO (by buyer)

Qty Received: Qty Converted – Qty Rejected. The qty buyer input when creating GR on the DO issued by Supplier

Date last updated:
April 12, 2022

1018

How to Create Invoice from Delivery Order (DO)

Click Invoice

Click Create Invoice

Select “DO Invoice” under the Invoice Type dropdown

Input Invoice Number

Select the Buyer Code under the dropdown

The buyer information will be auto populated

General Information

Payment Term: will be auto populated once the Buyer Code is selected (refer to step above)

Invoice Date: Input invoice date/click on the calendar icon to select date

Invoice Due Date: will be auto calculated based on the Invoice Date selected and Payment Term

Select the DO to invoice using the checkbox on the leftmost column

Upload your hardcopy Invoice under the Conversations section

Click Attachment under Conversations  
Click +Add New to create a new conversation row

Click Choose File and select the file from your computer
Input File Label and/or Description (optional)

Click “Preview Invoice” before issuing the Invoice

The preview will appear in a pop-up with a “DRAFT” label

Click “Issue” to Issue Invoice

Once the Invoice is Issued, there will be a notification to inform the user that Invoice has been successfully created. User can click “I Understand” or “Cancel”.

The status of the Invoice will be “PENDING TWO WAY”

‘Two Way’ refers to PO and Invoice.

Once the Buyer has created the Goods Receipt, the status of the Invoice will change to "PENDING THREE WAY"

"Three Way" refers to PO, Goods Receipt and Invoice.

Date last updated:
April 12, 2022

1019

How to Create Invoice from Purchase Order (PO)

Click Invoice

Click Create Invoice

*Note: GR must be done

Select PO Invoice under the Invoice Type dropdown

Select the Buyer Code under the dropdown

The buyer information will be auto populated

General Information

Payment Term: will be auto populated once the Buyer Code is selected (refer to step above)

Invoice Date: Input invoice date/click on the calendar icon to select date

Invoice Due Date: will be auto calculated based on the Invoice Date selected and Payment Term

Select the DO to invoice using the checkbox on the leftmost column

Input Tax Code

Click “Preview Invoice” before issuing the Invoice

The preview will appear in a pop-up with a “DRAFT” label

Click “Issue” to Issue Invoice

Once the Invoice is Issued, there will be a notification to inform the user that Invoice has been successfully created. User can click “I Understand” or “Cancel”.

The status of the Invoice will be “PENDING THREE WAY”.

Date last updated:
April 19, 2022

1021

How to Approve Invoice as AP Specialist

Click Invoices

Click Invoice Pending Approval

Select the Invoice to approve

Invoice details are stated:

  • Invoice Number
  • PO Number
  • Status of the Invoice: PENDING TWO WAY/PENDING THREE WAY
  • Invoice Type: if it is a DO Invoice/PO Invoice/Non-PO Invoice

Select the AP Approval Route

Approval Sequence will be auto generated once AP Approval Route is selected

Under Invoice & PO table, scroll to the right till the end.

Select or search for G/L Account under the dropdown

Select or search for Cost Code (if any)

Select or search for Department Code (if any)

The PO Number, GR Number, DO Number are hyperlinks that are related to the Invoice

View any supporting documents uploaded by Supplier under External Conversations

Click Approve to approve the Invoice

Once the Invoice is Issued for Approval, there will be a notification to inform the user that Invoice has been issued to pending approval. User can click “I Understand” or “Cancel”.

The status of the Invoice will be “PENDING APPROVAL”.

Date last updated:
April 12, 2022

1022

How to Approve Invoice using AP Approval Route

Click Invoices

Click Invoice Pending Approval

Select the invoice to approve

Invoice status should be “PENDING APPROVAL”

To amend the G/L Account, select or search for G/L Account under the dropdown

Select or search for Cost Code (if any)

Select or search for Department Code (if any)

User can either Approve or Reject the invoice

Approve

To approve the invoice, click Approve

Once the invoice has been approved, there will be a notification to inform the user that the invoice has been approved. User can click “I Understand” or “Cancel”.

The approved invoice will appear under Invoices List.

The status of the Invoice will be “APPROVED THREE WAY”

Reject

To reject the invoice, click Reject

Input the reason for rejecting this Invoice

Click Reject button

After approver has clicked “Reject”, there will be a notification to inform user that Invoice has been successfully rejected. User can click “I Understand” or “Cancel”.

Status of the Invoice will be “REJECTED THREE WAY”.

Date last updated:
April 12, 2022

1023

How to Create Payment

Click Payments

Click Pending Payment

Select the Invoice(s) – only of same Vendor

Click Create Payment

Input Payment Reference No.

Input Remarks (if required)

Select Approval Route under the dropdown

Approval Sequence and Next Approver will be auto populated once Approval Route is selected

If user wishes to view the invoice, click on the underlined Invoice Number hyperlink.

*Note: In order to do this, User must have “Read” access for Invoice under Feature Matrix

It will lead the user to the Invoice Details

To go back to Create Payment, click the Back button at the bottom of the screen.

If user want to include more Invoices in this payment, click Add More

Select the Invoice/(s) which user want to add

Click Add

Use the scrollbar to scroll to the right

Input Amount to Pay or select/tick Pay All

Credit Note(s) tied to this invoice will appear under the Credit Note

Select/Tick the box to apply the Credit Note(s) to this payment

Once the Payment is created, there will be a notification to inform the user that Payment has been successfully created. User can click “I Understand” or “Cancel”.

The status of the Payment will be “PENDING APPROVAL”.

Date last updated:
April 12, 2022

1024

How to Approve Payment

Click Payments

Click Payment List

Select Payment to approve

Status of Payment is “PENDING APPROVAL”

Check and verify the Payment Details

If user wishes to view the invoice, click on the underlined Invoice Number hyperlink.

*Note: In order to do this, User must have “Read” access for Invoice under Feature Matrix in Entity Management

Click Back to go back to Payment Details

User can either Approve, Send Back or Reject the Payment

Approve

Click Approve to approve this Payment

Once the Payment has been approved, there will be a notification to inform the user that the Payment has been successfully approved. User can click “I Understand” or “Cancel”.

The status of the Payment is “APPROVED”

Send Back

Click Send Back to send back this Payment to the user who created this Payment

Input reason for sending back this Payment

Click Send Back

Once the Payment has been sent back, there will be a notification to inform the user that the Payment has been successfully sent back. User can click “I Understand” or “Cancel”.

The status of the Payment is “SENT BACK”

Reject

Click Reject to reject this Payment. Take note that once Payment is rejected, the user will need to create the Payment again.

Input reason for rejecting this Payment

Click Reject

Once the Payment has been rejected, there will be a notification button to notify the user that the Payment has been successfully rejected. User can click “I Understand” or “Cancel”.

The status of the Payment is “REJECTED”.

Date last updated:
April 12, 2022

1025

How to Create Payment Batch

Click Payments

Click Approved Payment List

Select the Payment/(s) which user wants to create Payment Batch – of same currency

Click Create Payment Batch

A: General Information

Input Payment Batch Reference No

B: Payment Details

Payment Method: Select Payment Method under dropdown

Payment Release Date: Select date using the calendar icon/input date

Remarks (if required)

Please visit the end of the section for more details on the payment methods.

Bank Account: Supplier’s Bank Account will be auto selected

To view Payment Details, click the arrow to expand down

User can view the Payment by clicking on the hyperlink

User must be given the “Read” permission for Payment in Feature Matrix under Entity Management

Click Back to go back to create Payment Batch

Click Mark as Paid to create the Payment Batch

Once the Payment Batch has been created, there will be a notification to inform the user that the Payment Batch has been successfully created. User can click “I Understand” or “Cancel”.

The status of the Payment is “PAID”

Payment Method – Cash

Payment Method: Select Cash under the dropdown

Payment Method – Cheque

Payment Method: Select Cheque under the dropdown

Cheque Number: Enter Cheque Number

Payment Method – Integrated Bank Transfer (under construction)

Payment Method: Select Integrated Bank Transfer under the dropdown

Bank Account: Select Bank Account under the dropdown

Bank Integration Product: Select Bank Integration Product under the dropdown

Bank Name, Bank Account No, Bank Account Holder, Bank Branch, Swift Code – auto populated upon selecting the Bank Account

Execution Date: Select date using the calendar icon/input date

Notification Email List: Select user under the dropdown

Payment Method – Manual Bank Transfer

Payment Method: Select Manual Bank Transfer under dropdown

Bank Account: Select Bank Account under the dropdown

Bank Name, Bank Account No, Bank Account Holder, Bank Branch, Swift Code – auto populated upon selecting the Bank Account

Input the Payment Release Date (required field)

Date last updated:
April 12, 2022

1026

How to Create Credit Note as Supplier

Click Invoices

Click Create Credit Note

A: Buyer Information

Buyer Code: Select Buyer Code under the dropdown

Buyer Information will be auto populated once Buyer Code has been selected

B: Credit Note Information

Reference to Existing Invoice:

If “Yes”, select the Reference Invoice under the dropdown

Credit Note Date: Select date using the calendar icon/input date

Remarks (If required)

If Reference Invoice is selected, the items inside the selected invoice will be auto generated

Amend the Quantity and Unit Price (if required)

Use the scrollbar to scroll to the right

Input notes (If required)

If required to add more ad-hoc items, click +Add Manual

Input below details (Mandatory fields):

  • Description
  • Quantity
  • Unit Price
  • UOM
  • Tax Code

Use the scrollbar to scroll to the right

Input below details:

  • Notes (if necessary)
  • Item Code (Mandatory field)
  • Item Description (if necessary)
  • Model (if necessary)
  • Size (if necessary)
  • Brand (if necessary)

Input Conversation in the comment box to the buyer

Click Send

Click Add New to upload supporting documents for the Credit Note

Click Choose File
*Note: Maximum file size is 10MB. User can upload multiple files.

Enter a File Label and Description (if required)

To preview Credit Note before issuing, click Preview Credit Note

The preview will appear in a pop-up with a “DRAFT” label

Click Issue to issue Credit Note

Once the Credit Note has been created, there will be a notification button to notify the user that the Credit Note has been created successfully. User can click “I Understand” or “Cancel”.

The status of the Credit Note is “PENDING APPROVAL”.

Date last updated:
December 28, 2021

1027

How to Create Credit Note as Buyer

Click Invoices

Click Create Credit Note

A: Supplier Information

Supplier Code: Select Supplier Code under dropdown

Supplier Information will be auto populated once Supplier Code is selected

B: Credit Note Information

Reference Invoice: Select Reference Invoice under dropdown

Credit Note Date: Select date using the calendar icon/input date

Remarks (if required)

When Reference Invoice is selected, the items inside the selected invoice will be auto generated

Amend the Quantity and Unit Price (if required)

Use the scrollbar to scroll to the right

G/L Account: Select G/L Account from dropdown

Input Notes (If required)

If required to add more ad-hoc items, click +Add Manual

Input below details (Mandatory fields):

  • Description
  • Quantity
  • Unit Price
  • UOM
  • Tax Code

Use the scrollbar to scroll to the right

Input below details:

  • G/L Account (Mandatory field)
  • Notes (if necessary)Item Code (Mandatory field)
  • Item Description (if necessary)
  • Model (if necessary)
  • Size (if necessary)
  • Brand (if necessary)

A: Internal Conversations

Input Conversation in the comment box to internal company users and click Send

Upload any supporting documents under Attachment

B: External Conversations

Input Conversation in the comment box to external users (i.e. supplier) and click Send

Upload any supporting documents under Attachment

To preview Credit Note before issuing, click Preview Credit Note

The preview will appear in a pop-up with a “DRAFT” label

Click Issue to issue Credit Note

Once the Credit Note has been created, there will be a notification to inform the user that the Credit Note has been created successfully. User can click “I Understand” or “Cancel”.

The status of the Credit Note is “CREATED”

Date last updated:
April 12, 2022

1028

How to Approve Credit Note

Click Invoices

Click Credit Note List

Select the Credit Note to approve

Credit Note status is “PENDING APPROVAL”

Click View Credit Note to view PDF Credit Note

Select the Approval Route (If required)

Select G/L Account, Cost Code or Department Code, whichever applicable to you

User can either Approve or Reject Credit Note

By clicking Reject, this Credit Note will be rejected back to the Supplier.

Click Approve to approve Credit Note.

Date last updated:
April 12, 2022

1062

How to Approve Credit Note using Credit Note Approval Route

Click Invoices

Click Credit Note List

Select the Credit Note to approve

Credit Note status is “PENDING CN APPROVAL”

Click View Credit Note to view PDF Credit Note

Select G/L Account, Cost Code or Department Code, whichever applicable to you

User can either Approve or Reject Credit Note

By clicking Reject, this Credit Note will be rejected back to the Supplier.

After approver has clicked “Approve”, there will be a notification to inform user that the Credit Note has been approved. User can click “I Understand” or “Cancel”.

Status of the Credit Note will be “APPROVED”.

Date last updated:
April 13, 2022

1071

How to Acknowledge Work Order (WO)

Click Orders, and then click WO List

Select the WO that has status “PENDING ACKNOWLEDGEMENT”

Check through the Work Order Details

You may look at the Work Items details under Scope of Work

Scroll to the right to view more information on the Scope of Work, eg: Quantity, Unit Price and Total Amount

View any conversation or attachments sent by Main Con under External Conversations

Click Acknowledge to acknowledge this Work Order

Once Work Order has been acknowledged, the status of the Work Order will be updated to “IN PROGRESS”.

You may proceed to create and submit monthly Progress Claim

Date last updated:
June 2, 2022

1072

How to Create Progress Claim

Click Receipts, and then click Create Claim

Click + Claim to create Progress Claim for the Work Order

Key in PC Reference No and select the Claim Month for this Progress Claim

To update your Original Contract works, scroll to Original Order Work Space

You may click + Expand All to expand all the items or you can click the > arrow to expand individual items

You can pin the columns to the left for your easy reference while entering your claim

You can also adjust the width of the columns to view the whole description

Scroll to the right until you’re at the Purple coloured section “Payment Claim”

Input your Cumulative Claim Qty OR Percentage in the Blue coloured box

Input any remarks for the specific Work Order item in the Remarks column in the Blue coloured box (if any)

Input Conversation in the comment box to the Main Con

Click Send to send the message

Click Add New under Attachment to upload any supporting documents for your Progress Claim

Click Choose File

*note: Maximum file size is 10MB. User can upload multiple files.

Enter a File Label and Description (if required)

Click on Preview Claim to view draft Payment Claim

Click Save As Draft or Issue

When Save As Draft is clicked, there will be a notification button to notify user that Progress Claim has been successfully created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will appear as “SAVED AS DRAFT”

When Issue is clicked, there will be a notification button to notify user that  Progress Claim has been successfully created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will appear as “PENDING CLAIM ACKNOWLEDGEMENT”.

The Progress Claim has been submitted to Main Con and is pending Main Con to acknowledge the Progress Claim

Date last updated:
June 2, 2022

1072

How to Add Sub Contractor Variation

Scroll down to Subcon Variation Work Space

Click + Add Manual to add item

Input the below details:

1. Work Code (you may enter as 1, 2, 3, etc)

2. Description

3. UOM (please ensure that you have set up your UOM under Entity Settings - Manage UOM)

4. Quantity

5. Unit Price

6. Remarks (if any)

Click + Add Manual to add a new variation item (eg: item 2)

You can click the + button to add more sub group (eg: 1.1, 1.2) if you wish to group the variation items under 1 header.

Date last updated:
June 2, 2022

1073

How to Add Materials On Site

Scroll down to Materials on Site section

Click + Add Manual to add item

Input the below details:


1. Description

2. UOM (please ensure that you have set up your UOM under Entity Settings - Manage UOM)

3. DO Number

4. DO Date

Scroll to the right and input the below details:

1. Attachment (if any)

2. Quantity

3. Unit Price

4. Remarks (if any)

Click + Add Manual to add another item

Date last updated:
June 2, 2022

1074

How to Add Deposit, AP & Release

Scroll down to Deposit, AP & Release section

Click + Add Manual to add item

Input the below details:

1. Reference No (if any)

2. Type - select Type under dropdown (Deposit / Retention Release / Advance Payment)

3. Sub Type - select Sub Type under dropdown

4. Description

5. Amount

6. Attachment (if any)

Date last updated:
June 2, 2022

1075

How to Recall Progress Claim

Click Receipts, then click on PC List

Click on the Progress Claim which you wish to recall.

The Progress Claim status should be “PENDING CLAIM ACKNOWLEDGEMENT” as you have submitted the Progress Claim to Main Con and wish to recall back to make amendments,

Click Recall to recall the the Progress Claim

Click Yes to recall the Progress Claim

The status of the Progress Claim will be updated to “CLAIM RECALLED”

You may click into the Progress Claim and make any amendments. Click Issue to issue the Progress Claim to Main Con again.

Date last updated:
June 2, 2022

1076

How to Acknowledge / Send Back Payment Response

Click Receipts, then click on PC List

Click on the Progress Claim that has status “PENDING RESPONSE ACKNOWLEDGEMENT”.

This means Main Con has issued Payment Response and is pending your acknowledgement.

Check the response amount

Click Acknowledge or Send Back

When Acknowledge is clicked, there will be a notification button to notify user that Payment Response has been acknowledged. User can click “I Understand” or “Cancel” to dismiss the message.

The status of the Progress Claim will be updated to “PENDING INVOICE CONVERSION”

After acknowledging the Payment Response for the month, you may proceed to create Progress Claim for the following month

If you do not agree or have any dispute with the response amount, click Send Back to send back the Payment Response to the Main Con.

The Progress Claim status will be updated to “VALUATION SENT BACK”. Main Con will reevaluate the Progress Claim and send a new Payment Response.

Date last updated:
June 15, 2022

1077

How to Convert Payment Response to Invoice

Click Receipts, then click on PC List

Click on the Progress Claim that has status “PENDING INVOICE CONVERSION”

Click Convert To Invoice to convert Payment Response to Invoice

When Convert To Invoice is clicked, there will be a notification button to notify user that Invoice has been created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will be “INVOICED”.

Date last updated:
June 2, 2022

1078

How to Issue Invoice

Click Invoices, then click on Invoices List

Click on the Invoice that has status “PENDING ISSUE”

Input the below details:

1. Invoice Number

2. Invoice Date

Input Conversation in the comment box to the Main Con

Click Send to send the message

Click Add New under Attachment to upload any supporting documents for your Invoice

Click Choose File *note: Maximum file size is 10MB. User can upload multiple files

Enter a File Label and Description (if required)

Click Save or Issue

When Issue is clicked, there will be a notification button to notify user that Invoice has been Issued. User can click “I Understand” or “Cancel” to dismiss the message

Status of the Invoice will be “PENDING ACKNOWLEDGEMENT”

Invoice has been issued to Main Con and is pending Main Con to acknowledge receipt of the invoice

Date last updated:
June 2, 2022
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