Doxa Connex Guides for
KC

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

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

To add or edit items, double click

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”.

Date last updated:
October 19, 2021

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:
October 20, 2021

1004

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 CONVERT TO PRE-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:
October 20, 2021

1005

How to Convert Purchase Requisition (PR) to Pre-Purchase Order (PPO)

Click Requisition

Click PRs To Be Converted

Select the PR that is "PENDING CONVERT TO PRE-PO"

Click Convert to Pre-PO

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

To view the Pre-PO, click View

A: General Information

Input Purchase Order Title (this is auto filled, extracted from PR Title, can be amended)

Select Approval Route from the dropdown

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

B: Request Terms

Input Note (if required)

C: Purchase Order Items

If required to add more items, can add either +Add Manual or +Add Catalogue

+Add Manual

Input Item Code, Item Name

Select Category from dropdown

Input Item Description

Input Model, Size, Brand (if required)

Select UOM from dropdown

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 the items and click Add

­Input Quantity

Select Tax Code from dropdown

Tax Percentage will be auto populated once Tax Code is selected

D: Internal Conversations

Input Internal Conversation (If required) and click Send button

E: External Conversations

Input External Conversation (If required) and click Send button

Click Submit or Cancel

Submit

If clicked “Submit”, there will be a notification to inform user that PPO has been successfully saved. User can click “I Understand” or “Cancel”.

Status of the PPO will be “PENDING PRE-PO APPROVAL”

Cancel

If clicked “Cancel”, there will be a box pop up stating if user wish to cancel this order.

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

Date last updated:
October 20, 2021

1006

How to Approve Pre-Purchase Order (PPO)

Select Orders

Select Pre-POs List

Select the PPO that is “PENDING PRE-PO APPROVAL”

Review the PPO

Click Approve/Send Back/Reject

Approve – Approve the PPO

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

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

Approve

When PPO is approved by approver, there will be a notification to inform user that PPO 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 PPO. The reason will appear in the PPO 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 PPO has been successfully sent back. User can click “I Understand” or “Cancel”.

Status of the PPO will be “SENT BACK”

Reject

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

Input reason for rejecting

Click Reject button

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

Status of the PPO will be “REJECTED”

Date last updated:
October 20, 2021

1007

How to Convert Pre-Purchase Order (PPO) To Purchase Order (PO)

Click Orders

Click Pre-POs List

Select the PPO that is "PENDING CONVERSION TO PO"

Click Convert to Order

When clicked Convert to Order, PPO is converted into PO. There will be a notification to inform user that PPO has been converted to PO successfully. User can click “I Understand” or “Cancel”.

Status of the PO will be “PENDING ISSUE”.

Date last updated:
October 20, 2021

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 View 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:
October 20, 2021

1009

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:
October 20, 2021
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