1        Summary

Access to various applications is available per company within an organization in the Asamco Platform. These applications can be accessed and navigated through each company. The current document outlines the functionals, available within the Electronic Purchase Order (EPO) application. EPO allows for an online procurement management, fully integrated with Sage Evolution. Further, the web application provides an easy-to-use interface and is both locally and externally accessible.


2        Getting started

To navigate through the organizations and companies, log in to the platform and select:

  1. The desired organization
  2. The desired company within the chosen organization
  3. The desired application within the chosen company

3        Electronic Purchase Order (EPO)

3.1       Dashboard

After logging in to the EPO, the dashboard page is displayed, where the following sections are available:

  1. Quick-access buttons to new requisitions, purchase orders, expense claims, sales orders, credit notes, payment batches and returns to suppliers.
  2. Your (pending) requests: This section contains a list of the most recent requests, submitted by the user logged in.

Under “My approvals” access to orders (1), requisitions (2) and batches (3), awaiting the approval of the user logged in can be found (see image on the right).


3.2       Purchase requisition (REQ)

Under “Requisition” the following information is to be filled in:

  1. Default supplier
  2. Default project
  3. Requisition date  
  4. Default workflow
  5. Agent
  6. Warehouse
  7. Delivery date

Messages can be left for the following authorizing parties under “Requisition messages” (8). New detail lines can be added, using the + button (9). The visible data for the detail lines can be managed through the “Column chooser” function (10). The requisition can be saved as draft, using the SAVE button (11), and/or submitted directly, using the Submit requisition button (12).

When adding a new detail line, the following information is to be provided:

  1. GL/Stock: A section between GL and stock accounts is to be made.
  2. Account
  3. Supplier
  4. Workflow
  5. Description
  6. Line note
  7. Quantity
  8. Expected price (per item)
  9. Actual price (per item)
  10. Expected date
  11. Tax rate

The line can then be added to the requisition, using the Create button (13).


3.3       Purchase order (PO)

Under “Purchase order” the following information is to be filled in:

  1. Default supplier
  2. Default warehouse
  3. Exchange rate
  4. Workflow
  5. Order date
  6. External order number
  7. Invoice date
  8. Supplier invoice number

New detail lines can be added, using the + button (9). Documents can be uploaded to the order in the “File attachments” section (10). The PO can be saved as draft, using the SAVE button (11), and/or submitted directly, using the Submit purchase order button (12).

When adding a new detail line, the following information is to be provided:

  1. GL/Stock: A section between GL and stock accounts is to be made.
  2. Account
  3. Line description
  4. Quantity
  5. Price (per item)
  6. Tax type
  7. Discount rate
  8. Confirmed quantity
  9. Processed quantity

The line can then be added to the PO, using the Create button (10).

3.4       Expense claim

Under “Expense claim” the following information is to be filled in:

  1. Supplier (automatically set)
  2. Currency (automatically set)
  3. Workflow
  4. Date (automatically set)
  5. Cash advance amount (optional)
  6. Expense claim purpose (to be selected from the available list)
  7. Start date
  8. Description

New detail lines can be added, using the + button (10). Documents can be uploaded to the order in the “File attachments” section (9). The expense claim can be saved as draft, using the SAVE button (11), and/or submitted directly, using the Submit expense claim button (12).

When adding a new detail line, the following information is to be provided:

  1. Budget code
  2. Currency
  3. Description
  4. Additional information
  5. Quantity
  6. Price
  7. Exchange rate
  8. Tax type

The total amount per line is automatically connected by the system (9). A detail line can be copied (10) or deleted (11), using the according buttons on the right of each line. The new line can be saved, using the SAVE button (12).

3.5       Return to supplier

Under “Return to supplier” the following information is to be filled in:

  1. Supplier
  2. Project
  3. Warehouse
  4. Exchange rate
  5. Workflow
  6. Order date
  7. External order number
  8. Invoice date
  9. Supplier invoice number
  10. Order number

New detail lines can be added, using the + button (11). Messages can be left for the following authorizing parties under “Return to supplier messages” (12) and documents can be uploaded to the request in the “File attachments” section (13). The return to supplier request can be saved as draft, using the SAVE button (14), and/or submitted directly, using the Submit return to supplier button (15).

When adding a new detail line, the following information is to be provided:

  1. GL/Stock à A section between GL and stock accounts is to be made.
  2. Account
  3. Line description
  4. Quantity
  5. Price (per item)
  6. Tax type
  7. Discount rate  

The line can then be added to the sales order, using the Create button (8).

3.6       Sales order

Under “Sales order” the following information is to be filled in:

  1. Customer
  2. Default warehouse
  3. Exchange rate
  4. Workflow
  5. Sales representative
  6. Order date
  7. Delivery note
  8. Invoice date
  9. External order number

New detail lines can be added, using the + button (10). Documents can be uploaded to the order in the “File attachments” section (11) and messages can be left for the following authorizing parties under “Sales order messages” (12). The sales order can be saved as draft, using the SAVE button (13), and/or submitted directly as a sales order quote (14) or as a sales order (15).

When adding a new detail line, the following information is to be provided:

  1. GL/Stock à A section between GL and stock accounts is to be made.
  2. Account
  3. Line description
  4. Quantity
  5. Price (per item)
  6. Tax type
  7. Discount rate  

The line can then be added to the sales order, using the Create button (8).

3.7       Credit note

Under “Credit note” the following information is to be filled in:

  1. Customer
  2. Default warehouse
  3. Exchange rate
  4. Workflow
  5. Sales representative
  6. Order date
  7. Delivery note
  8. Invoice number
  9. External order number

New detail lines can be added, using the + button (10). Documents can be uploaded to the order in the “File attachments” section (11) and messages can be left for the following authorizing parties under “Credit note messages” (12). The credit note can be saved as draft, using the SAVE button (13), and/or submitted directly, using the Submit credit note button (14).

When adding a new detail line, the following information is to be provided:

  1. GL/Stock: A section between GL and stock accounts is to be made.
  2. Account
  3. Line description
  4. Quantity
  5. Price (per item)
  6. Tax type
  7. Discount rate  

The line can then be added to the sales order, using the Create button (8).

3.8       Payment batch

Under “Payment batch” the following information is to be filled in:

  1. Bank account
  2. Default transaction date
  3. Reference
  4. Disable transactions with equal reference (filter)
  5. From supplier
  6. Include suppliers on hole (filter)
  7. To supplier
  8. Include Remittance Cheque EFTS (filter)
  9. Payment due date
  10. Action date à A choice between due date and none is to be made.

The available payments due can then be filtered on the entered details, using the Next button (11). The following page will display all payments in accordance with the applied filters. The following functions are then available:

  1. Account name: Using this function, the displayed payments can be ordered in an alphabetical order (A-Z/Z-A).
  2. Choose payments: By ticking the checkboxes in front of the displayed payments, the payments to be added to a payment batch can be selected.
  3. Total amount: This field automatically calculates the total amount of the payments selected, using (2).
  4. Export all data: Using this function, the data available on the page can be exported to an Excel file.
  5. Column chooser: Using this function, allows for the management of columns visible within the overview. Columns can be added by dragging the desired column from the “Column chooser” box to the desired position in the overview (see image below).
  6. Search: The “Search” field can be used to filter the visible record types.
  7. Lines: Using this button, the lines per payment can be reviewed (see image below).
  8. Attachments: Using this button, the attachments (if any) per payment in the list can be reviewed and/or downloaded on the user’s machine.
  9. Supplier: Using this button, the details of the supplier per payment can be reviewed (see image below). The displayed details per supplier contain the according account number (1), name (2) and account description (3). The bank code (4), bank account number (5), branch code (6) and IBAN (7) per supplier can be modified. The edited information can then be saved, using the Edit button (8).