Summary

Access to various applications is available per company within an organisation in the Asamco Platform. These applications can be accessed and navigated through each company. The current document enlists the functions, available within the EPO application, and provides a visual representation of those. 

The EPO module is a web-based application, integrating with Sage Evolution. It allows for a facilitated procurement flow with all relevant information directly accessible from the company’s database.

Getting started

To navigate through the organisations and companies, log in to the platform. The company to be accessed can be selected through the overview page of the organisations available or through the “Switch between companies” button in the upper left corner of the page.

After selecting a company, the applications, available for that same company, are displayed in the company overview.

Electronic Purchase Order (EPO)

After logging in to the EPO application, you will be directed to the dashboard where an overview of your current requests is displayed. On top of the "Dashboard" page you can find direct buttons for submittin purchase requisitions, purchase and sales orders, cash advances, expense claims, returns to suppliers, credit notes, and debit and payment batches.

Under “My approvals” you can review the lists of orders, requisitions, suppliers and batches awaiting your authorization . Using the buttons on the right of each document, a report of that document can be previewed and emailed, the line items per document can also be reviewed and attachments can be added or viewed. The details of each document can be reviewed and edited, using the “View” button.

After reviewing and possibly editing a document, it can be approved or rejected, using the according buttons in the upper right corner.

The workflow steps for each document can be found under the “Detail lines” field.

Purchase requisition (REQ)

Under “Requisition” a new purchase requisition can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”. The REQ can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.

Purchase order (PO)

Under “Purchase order” a new PO can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”, using the "+" button. File attachments can be added, using the "File attachments" box. The PO can then be saved as a draft, submitted directly as a purchase order, or processed as an ivoice, using the according buttons in the right upper corner.

Note: When processing an invoice, a supplier invoice number is required.

Sales order 

Under “Sales order” a new sales order can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”, using the "+" button. File attachments can be added, using the "File attachments" box. Under "Sales order messages", messages can be left for the sales order authorizing party. The sales order can then be saved as a draft, submitted directly as a sales order quot or a sales order, or processed as an invoice, using the according buttons in the right upper corner.

Credit note

Under “Credit note” a new credit note can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”. File attachments can be added, using the "File attachments" box if necessary, using the according field. The credit note can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.

Expense claim & Cash advance

Under “Expense claim” and "Cash advance" new expense claims and cash advances can be submitted. In doing so all general information fields are to be filled in, and a purpose for the expense claim is to be specified. The required line items are to be added under “Detail lines”. File attachments can be added, using the "File attachments" box if necessary, using the according field. The documents can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.

Return to supplier

Under “Return to supplier” a new request for return to supplier can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”. File attachments can be added, using the "File attachments" box. Under "Sales order messages", messages can be left for the sales order authorizing party. The return to supplier can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.

Direct debit batch & Payment batch

Under “Direct debit batch” and "Payment batch" new batches can be submitted. In doing so the following filters are available. After, the required lines for the batch are to be selected. The batch is to be submitted, using the GREEN button in the upper right corner. 

Pending requisitions 

Under “Pending requisition” a list of all REQs awaiting approval can be found. Per REQ the according functions for previewing document PDF and viewing and/or editting the requisition are available. Details on the REQs, including last and next approval, and expected and actual price can be seen, using the arrows on the left of each REQ.

Approved REQ can be transferred to requests for quotation and/or PO.

Others

Under “Application log” a log of the application activity, together with remarks for errors, can be found. Filter buttons are available in the upper left part of the page.

Users with access to the application can be managed through the “Users” tab under “User management”. The status of the existing users (Active/Inactive) is displayed on the right of each user and can be edited with the according checkboxes. Users can be removed and user information, groups and permissions can be managed, using the according “Edit” and “Delete” buttons on the right. New users can be added, using the “+” button.

When adding a new user, a username, e-mail, password and names are to be set, together with a status (Active/Inactive; Superadmin). Additionally, each user can be added to a group and permissions can be managed individually per user, under the according tabs. Users are then saved, using the “Save” button.

Groups within the company with access to the application can be managed through the “Groups” tab under “User management”. Groups can be edited or removed, using the according “Edit” and “Delete” buttons on the right. New groups can be created, using the “+” button, through where group name, description and permissions are set.