EPO – Purchase requisition
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Filling out the header fields
Filling out the detail line(s)
Viewing the tabs information below the REQ line(s)
Messages
Submitting a REQ
Submitted REQ's
Pending
Rejected
Approved
Process approved REQ to PO
Process approved REQ to RFQ
Supplier gateway
Processed
Generating the PDF report

Introduction

This user manual explains the requisition 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)
= Requisition module (This button takes you in the REQ creation)
= PDF report (This button generates the PDF document report)
= Email report (This button allows you to email the PDF document report)
= Save the REQ (This button allows you save the REQ draft, which you can submit at a later stage)
= Submit the REQ (This button allows you to submit the REQ)
= Process to PO (This button allows you to process the approved REQ to a PO)
= Process to RFQ (This button allows you to process the approved REQ to an RFQ)
= Edit the REQ (this button allows you to edit the pending RFQ before it is process for further approval).

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 can be different for each company and are assigned by your organisation's administrator.


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

Dashboard

The portal works on a "single sign in" principle, once you have logged into the portal, all the application logins are handled by the portal itself. The first screen you will see after logging in is the "Dashboard". The dashboard currently shown is from a superuser, it is possible that your dashboard looks different as different or lesser permissions were assigned to your profile.
In case you feel like you are missing something, please address this request to your organisation administrator. In addition, the dashboard shows you the documents that you have submitted and that are still pending approval. You can create a new requisition using the "requisition" button on the dashboard or the "requisition" node on the left tree menu.
After you have clicked the "requisition" button you will see the following screen displayed as shown below.
Note: that depending on permissions you might have more or less icons available on your dashboard.

After you have clicked the "requisition" 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 requisition:

1. 1. Supplier: This field is optional only when supplier is already known. (Once the supplier has been selected it is automatically filled in the REQ with the supplier's name).
   2. Project: Specify the project your REQ is related to (if applicable).
   3. Warehouse: Select the default warehouse in which the goods to be requested will be stored.
   4. Select the workflow: Select the workflow, applicable to the REQ. The workflow will determine the approval steps required before the REQ will be fully approved.
   5. Order/Delivery date: Select the dates of making the order and of the expected delivery (optional).

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 "REQ".

Viewing the tabs information below the REQ line(s)

Below the detail line(s) you will see multiple tabs where you can view the budget vs. actual figures (based on the company's configuration for the budget vs. actuals comparison) and workflow steps as well as a personal details tab which displays your personal information.

Messages

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

Submitting a REQ

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

• To submit the REQ, click on the blue "paper plane" button (see the image below). Note that when a workflow is enabled the REQ will be submitted through the selected workflow, otherwise the REQ will be booked directly.
• By clicking on the blue "Save" button, you can save the REQ.

Submitted REQ's

Once your REQ has been submitted the system will automatically generate a batch number and a REQ number 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 REQ.

When submitting multiple REQ lines that are linked to different workflows, a unique REQ will be created per workflow, you will see each individual REQ number shown in this success notification as shown below:
The batch number is the collection of all your REQ's in the same batch.
As we have selected two different workflows on the same lines, each REQ will now need to be treated separately following two different approval workflows.

Pending

The following overview screen will show all documents that are not yet fully approved. This will include your submitted REQ's. This is where a REQ is first listed after you have submitted it provided a workflow is configured. You can easily filter the type of document by using the filter button in the first column to filter the relevant documents you want displayed.

To view what has happened to each REQ click on the small "chevron" arrow button (as shown below) and it will show the full overview of each REQ in the batch. The REQ's that are listed here must still be approved by the next approval step.
The REQ's that are not displayed here and have been selected with a different workflow have automatically moved to the next stage in the approval workflow this is done through an auto-post function that can be turned on or off depending on your organisation's approval workflow process.
Note: The auto-post feature kicks in when the requester also happens to be the approver in the selected workflow step, as it is not efficient having the requester approve their own REQ's.

The buttons on the right of each document provide various courses of action:

1. View the PDF preview
2. View and edit document within EPO

Whilst viewing the pending REQ, you will have two options as shown on the top right of the screen where you will be able to either cancel the REQ by clicking on the "red X button" or you can click the "grey edit button "to edit the REQ before it has been approved through the relevant workflow steps.

Rejected

The following overview screen ("Advanced procurement" >> "Rejected requisitions") shows all rejected REQ's by the according parties. This is where a REQ is first listed after you or the approver has rejected it.

• By clicking on "view" (blue eye button in the image above), you can open the document and see all details of the chosen document. This will also show the reason for rejecting it.

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" (blue back arrow in the image above), you can – after editing it - resubmit the document. This will re-submit the document to the approval workflow, where the according approvers need to evaluate it again.
• By clicking on "report" (orange email button in the image above), you can directly email the detail lines to your suppliers.

Approved

This overview screen ("Advanced procurement" >> "Approved requisitions") shows all approved REQ's. This screen again (by default) will only show the documents which are fully approved by you or are REQ's you have submitted (see the image below).

The following options are available per processed REQ:

1. Download a PDF preview (red bordered in the image above)
2. View the REQ (blue eye button in the image above)

When viewing an approved purchase requisition:

• New attachments can be added and saved.
• It can be processed to a purchase order (based on permissions).
• It can be processed to request for quotation (based on permissions).

Process approved REQ to PO

To process the approved REQ to a PO you will need to select the supplier and enter the actual price amount, this can be done by clicking on the blue "pen" edit button (highlighted in red) as shown below:

After you have clicked on the edit button this screen will be displayed as shown below and you can then select from your supplier in the drop-down menu and enter your actual amount.

To select your supplier you can either type the name in the lookup box or you can scroll down the list:

Once the supplier and actual price has been entered you can click on the "blue shopping cart" button on the top right on the screen as shown below to process the REQ to a PO.


The fully approved REQ can be processed as a PO, after choosing the preferred supplier, actual price, and the workflow. You will then see this confirmation once you are happy with the information you have entered you can click on the ok button. A REQ generated within the company will be approved by the appropriate workflow. This will then lead to the generation of a purchase order with all the specifics of the order as well as the terms and conditions. The REQ involves the buyer in the process of generating the specifics of the order so that both the buyer and seller understand the specifics of the order. The specifications have to be carefully compared with the REQ as well as the supplier quote to prevent any mistakes from being made.

You then see this success notification displayed as shown below, indicating that your REQ has been successfully processed to a PO and you will see the PO number in the notification.

Note: Suppliers can be chosen, independently from the bid's "winner", produced by the system. All RFQ's that are awaiting approval can be found under "advanced procurement" in the "pending RFQ", and the PO's can be found in the "pending orders" screen, from where they can be managed.

Process approved REQ to RFQ

Click on the "blue quote" button on the top right on the screen as shown below to process the REQ to an RFQ. For direct purchases, requests for quotes will be sent to the shortlisted vendors. The usual practice is to get a minimum of at least five quotes before making a selection.
Note: that upon request this setting can be changed or manually edited depending on the permissions set by the company.
The quote will then be examined for price and speed competitiveness. The company to procure from will be selected not only on price but also based on their promptness, reliability, BEE status and quality.









After clicking the blue quote button the following screen will be displayed asking for your confirmation to RFQ. Click on the "Ok" button and your RFQ will be sent through the relevant approval steps (if applicable).

The following screen will be displayed as shown below, where you can select from:

1. Five random suppliers: (Alternatively you can override the supplier count and manually select the applicable number of suppliers you would like to select (depending on organisation permissions).
2. Preview the PDF: Preview the PDF reports from each supplier.
3. Email each supplier: Email the detail lines to the supplier directly (Optional).
4. Select supplier deadline date: Select the latest date you will allow your suppliers to provide their quotations.

Once your RFQ has been generated you will receive the following success notification as shown below:

Supplier gateway

After you have clicked on the "Ok" button you will now be brought to the following screen with your suppliers that will provide their quotes on the selected goods/services or stock items.
In this same screen you can see quoted prices and quantities from each supplier and you can cancel certain supplier lines which could be over quoted in some REQ's. (Refer to screenshot below):
Note: Suppliers will need to log into the supplier gateway and will then need to fill in the quoted prices and the quantities. All values for all bidding suppliers need to be entered for the system to be able to generate a "winner". If a value is missing, the system registers it as pending and does not incorporate that line whilst detemining the winner.

1. The requests for quotations you can see which you have generated from the fully approved requisition lines.
2. You can add quantity and price quotations in the according columns.
   • The cells of the quotes that you are still to fill in are orange.
   • If your quotation for quantity and/or price is lower than the quantity and/or price expected by you, the cells will turn green.
   • On the opposite, if your quotation for quantity and/or price is lower than the quantity and/or price expected by the client, the cells turn red.
   • If the quotation is precisely aligned with your expected pricing, the cells will turn white, the same goes for the quantities.

Processed

This overview screen ("Advanced procurement" >> "Processed requisitions") shows a list of all processed REQ's (see the image below).

In the processed REQ's you have the option to view the processed REQ's:

• View the processed REQ by clicking on the blue "eye" button.
• Preview the PDF.
• Click on the blue "trolley" button (highlighted in the red border) to be taken directly into the RFQ/PO screen.

The following options are available per a "processed" REQ:

1. Download a PDF preview
2. View the PO/RFQ number

Generating the PDF report

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