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.
1030
Log in to your account
Click on the 3 lines beside User Profile
Click Admin
It will bring you to the Admin Profile
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To switch back to User Profile, click on the 3 bars on the top left corner
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Click on the module you wish to use
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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
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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
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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
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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
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Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Tax
Click Create New
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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
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The Tax created will appear here
1036
Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Document Prefix
Click Generate Prefixes
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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)
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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.
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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
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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
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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.
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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
This allows you to assign custom individual approvers in the order that you require.
This allows you to define the number of approvers needed from a pre-defined group of 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
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:
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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.
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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.
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Click System Configuration
Click on Payment Management to expand the dropdown
Click Manage Payment Cycle
Click Create New
Payment Cycle Code: input code
Payment Cycle Date: select cycle date under dropdown
Description (optional)
Set Active Status: tick
Click Add Vendor to add vendors under this payment cycle
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
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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
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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 *)
Optional
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.
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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
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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
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Click System Configuration
Click on Project Management to expand the dropdown
Click List Of Projects
Click Create New
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
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:
Continued...
After making changes, click Save.
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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).
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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.
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Click System Configurations
Click on Vendors Management to expand the dropdown
Click Manage External Vendors
Click Create New
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
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
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
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:
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.
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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
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
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Click System Configurations
Click on Vendors Management to expand the dropdown
Click Manage AP Specialist
Click Create New
Group Code: Enter Group Code
AP Specialist Group: Select AP Specialist user(s) under the dropdown
Remarks: (optional)
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.
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Click Bank Connections
Click Manage Bank Account
Click Add New
Fill in Company’s Bank Account Details
Once done, click Create
Bank Account(s) added will be displayed in this list.
Status of Bank Account will be PENDING APPROVAL
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Click Bank Connections
Click Manage Supplier Bank Account
Click Add New
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
Fill in Supplier’s Bank Account Details
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
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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.
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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.
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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
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Input Quantity
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You can click Save as Draft or Send to Vendors
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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”
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Click on Request for Quotations
Click RFQ List
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You can open the RFQ from the list by double clicking on your selected RFQ.
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A. Contains the RFQ No. Status and Currency.
B. Contact Vendor Information.
C. General Information.
D. Request Terms
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Supplier enters the Quoted unit price.
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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.
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Once the supplier completes the quotation he can click on Submit
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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.
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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.
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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.
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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.
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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.
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RFQ status will change to Shortlisted.
1001
Click Requisitions, and then click Raise Pre-Requisition.
Select Type of Requisition from dropdown button
Select Nature of Requisition from dropdown button
Select Currency
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
Select Delivery Address from dropdown button
Select Delivery Date
Input Note (if required)
Select + Add Manual or + Add Catalogue
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)
If you choose +Add Catalogue
Select the item(s) and click Add
If you require to start a conversation internally with other users, input Conversation and click Send button
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
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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"
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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
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”.
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”
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”
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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
Select Supplier Code from the dropdown button – can select more than 1 supplier
Supplier Name will auto populate when Supplier Code is selected
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
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)
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
Input Internal Conversation (If required) and click Send button
Input External Conversation (If required) and click Send button
Click Submit/Save As Draft/Cancel
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”
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”
If "Cancel" is clicked, all information will be discarded
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Click Requisition
Click Raise Requisition
This will open the Raise Requisition page on your screen
Select Type of Requisition from dropdown
Select Nature of Requisition from dropdown
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
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
Select Delivery Address from dropdown
Select Delivery Date
Input Note (if required)
Select +Add Manual or +Add Catalogue
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
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
Internal conversations are only visible to your organisation and entity.
Input Conversation (If required) and click Send button
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.
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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
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”
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”
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”
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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
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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”
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Click Requisition
Click Raise Requisition
This will open the Raise Requisition page on your screen
Select Type of Requisition from dropdown
Select Nature of Requisition from dropdown
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
Input PR Title
Select Procurement Type from dropdown
Select Approval Route from dropdown
Select Delivery Address from dropdown
Select Delivery Date
Input Note (if required)
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.
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Click Orders
Click PPRs To Be Converted
Select the PPR that is "PENDING CONVERSION TO PO"
Click Convert to PO
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To view the PO, click View
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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.
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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
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
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:
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”
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”.
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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)
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
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:
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.
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”
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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
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”
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
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Click Invoice
Click Create Invoice
Select “DO Invoice” under the Invoice Type dropdown
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Input Invoice Number
Select the Buyer Code under the dropdown
The buyer information will be auto populated
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
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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.
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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
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”.
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Click Invoices
Click Invoice Pending Approval
Select the Invoice to approve
Invoice details are stated:
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”.
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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
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”
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”.
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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”.
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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
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”
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”
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”.
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Click Payments
Click Approved Payment List
Select the Payment/(s) which user wants to create Payment Batch – of same currency
Click Create Payment Batch
Input Payment Batch Reference No
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: Select Cash under the dropdown
Payment Method: Select Cheque under the dropdown
Cheque Number: Enter Cheque Number
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: 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)
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Click Invoices
Click Create Credit Note
Supplier Code: Select Supplier Code under dropdown
Supplier Information will be auto populated once Supplier Code is selected
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):
Use the scrollbar to scroll to the right
Input below details:
Input Conversation in the comment box to internal company users and click Send
Upload any supporting documents under Attachment
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”
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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
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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.
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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
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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”.