EPO – Purchase order
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Filling out the header fields
Filling out the detail line(s)
File attachments
Filling in the delivery and address information
Delivery information
Messages
Submitting a purchase order
Submitted purchase orders
Pending
Rejected
History
Viewing the purchase order documents & generated reports
Processing the GRV
Processing the supplier invoice
Generate the PDF report
Emailing the purchase order report

Introduction

This user manual explains the purchase order module inside the Asamco platform.

Glossary

The status symbols are as follows:
= EPO module (This button takes you directly into the E-Procurement Online app)
= Purchase order module (This button takes you in the PO creation)
= PDF report (This button generates the PDF document report when clicked)
= Email report ( This button allows you to email the PDF document report)
= Save the PO (This button allows you save the PO draft, which you can submit at a later stage)
= Submit the PO (This button allows you to submit the PO)
= Process the SINV (This button allows you to process the SINV without submitting a seperate PO first)
= Process GRV (This button allows you to process the GRV from an approved PO).

Web application

Sign into the Asamco portal using this link: https://asamco-portal.azurewebsites.net/#!/auth/login
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly.
After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.

Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.

After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that are assigned by the organisation's administrator.



To submit a new purchase order please open the EPO application.

Dashboard

The first screen you will see after logging in is the "Dashboard". You can click on the "purchase order" button on the dashboard or the "purchase order" node on the left tree menu (see below). Note that depending on permissions you might have more or less icons available on your dashboard.



After you have clicked the "purchase order" button you will see the following screen displayed:

Filling out the header fields

The steps mentioned below will take you through the creation of a new PO:

1. 1. Supplier: Select the supplier that is (potentially) supplying the items.
   2. Project: Select the relevant project to the PO (if applicable).
   3. Warehouse: Select the default warehouse in which the goods to be bought will be stored.
   4. Workflow: Select the workflow, applicable to the PO. The workflow will determine the approval steps required before the PO can be fully approved (see the image below).
   5. Order/Delivery date: Select the dates of making the order and of the expected delivery (optional).
   6. Invoice date: Select the date of when the PO will be booked, this will also be the transaction date used in the database.
   7. External order number: This can be used to store the order number that is issued by the supplier (If applicable).
   8. Supplier Invoice: After going through the workflow and being fully approved, a user with permission can process the PO to SINV which means the PO has been provided by the supplier and the supplier has provided us with an invoice document, which we attach to the PO and add the invoice number in the PO page. The processed SINV can then be used in the payment batch.

Example workflow:

Filling out the detail line(s)

Click on the "+" sign to create a new detail line.

The following new screen will pop up. A choice can be made between a "general ledger" (GL) account or a "stock item".

Click on the "GL" drop down menu. You will see the following menu displayed from which you can select your "GL" account.

You can also use the search bar on top to search for either the account number or the account name (as shown below).


After you have selected your "GL" or "stock item" account you will see the GL account number or the stock code in the item lookup.

The following fields need to be filled in per detail line within a "PO".

File attachments

It is possible to add attachments to a PO. The added files will be linked to the PO and will be stored with a link to this PO.
_There are two ways to upload a file:_

1. Select the documents and drag and drop it in the red bordered field, as shown in the image on the right. Next, the system will upload the file to this PO. A new screen will pop up at the top of your screen (see the image below). Here, you need to select the file category for this document. Click save to finish the upload.
2. Click on "select files" (see the image on the right) which will open the file explorer with your documents. From there you can select the document you want to upload to the PO. Again, the category needs to be selected before the file can be attached to the PO (see image below). Click save to finish the upload.

 
The following list shows the default categories, these categories are editable upon request. Your EPO administrator can help with that.

Filling in the delivery and address information

Below the detail lines you will see multiple tabs where you can fill in your delivery and address information as well as a message tab on the right where you can type out your "external messages", the external messages can be printed on documents issued to your supplier, you can also view the budget vs. actual figures (based on the company's configuration for the budget vs. actuals comparison) as well as the workflow steps (if applicable).

Delivery information

1. Priority: Select the priority of the delivery from low to critical in your PO (if applicable).
2. Delivery method: Select the delivery method for the PO (if applicable).
3. Settlement term: Select the settlement term in which the goods will be paid (if applicable).

Messages

In the PO messages, you can post any internal messages from here and it will be saved to the PO.

Submitting a purchase order

Once all the detail lines and all mandatory information have been added to the PO, you can submit the PO.

• To submit the PO, click on the blue "paper plane" button (see the image below). Note that when a workflow is enabled the PO will be submitted through the selected workflow, otherwise the PO will be booked directly.
• To process the invoice number, click on the orange button.
• By clicking on the green "save" button, you can save the PO to a draft.

Submitted purchase orders

Once your PO has been submitted the system will automatically generate a PO number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below:
Click "Ok" and the pending tab will be displayed or click on "New" to create a new PO.

Pending

The following overview screen ("Overviews" >> "Pending") shows all your submitted PO's that are not fully approved yet by the according parties. This is where a PO is first listed after you have submitted it provided a workflow is configured.


After scrolling to the right of the screen (as shown above) you will see the following buttons on the right of each document that provide various courses of action:

1. Email report directly from EPO.
2. Preview the PDF.
3. See an overview of the detail lines.

1. Preview and download attachments.

1. View and edit document within EPO.

Rejected

This overview screen ("Overviews" >> "Rejected") shows all rejected documents. Note that like the other overview pages, this screen (by default) will only show the documents which are either rejected by you or are rejected documents you have submitted (see the image below).

By clicking on "view" (red bordered in the image above), you can open the document and see all its details. This will also show the reason for rejecting the document, this will be shown in the message box (see messages). Note that if a document has been rejected by you or one of the approvers, it will be available for editing again.
By clicking on "reactivate" (red bordered in the image above), you can – after editing it - resubmit the document. This will re-submit the document through the approval workflow, where the approvers need to submit it again.

History

This overview screen ("Overviews" >> "History") shows all fully approved/processed documents. By checking the box in the first column of the overview and clicking on the "Archive selected items", you can archive the according item. By archiving the PO, you indicate that they are completely handled and that no further process remains.

Viewing the purchase order documents & generated reports

To view the PO's documents or the generated PDF reports, scroll to the far right of the screen in the history page.

The document attachments can also be viewed and downloaded directly from within the history folder by clicking the green folder button to view the attachments or the download button to download the file.

Processing the GRV

To process the GRV in the PO's documents scroll to the far right of the screen in the history tab and click on the blue eye button. The following screen will be displayed. Click on the orange button as shown below and the GRV invoice will be processed once you confirmed your quantity amounts.

Once you have confirmed your quantity on the detail lines and clicked on the process GRV button the following success message will be displayed as shown below:

Processing the supplier invoice

To process the SINV in the PO's documents, scroll to the far right of the screen in the history tab and click on the blue eye button. The following screen will be displayed. Click on the orange button as shown below and the SINV will be processed once you confirmed your external reference number.

Once you SINV has been processed the system will automatically generate a PO number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below:
Click "New" and a new PO screen will be displayed or click on "Download report" to download the PO report.

Generate the PDF report

Generate the PDF document by clicking the PDF button, the report will be displayed as shown below with the PO number linked to the PDF document.

Emailing the purchase order report

To email the PDF report(s) click on the orange email button as shown below:

You will then see the window pop up (as shown below). Here you can easily fill out the desired email addresses, CC participants, and/or BCC participants. You can then define your subject title, and lastly include your message for the reason the PO is being shared.