Purchase Module
Planned Flow of the Software
# 003 = Purchase Order Checking
& Approval
File # 003 Covers the fourth & Fifth cell of
this flow chart
Purchase
indent
Indent
Approval
Purchase
Order
PO
checking
QA – QC
Quantity
MRR
Gate
Entry
PO
Approval
Excise
Bill
Passing
Payment
Sub-Topics Covered
PO Checking
Info available
while checking
PO Approval
Auto Email
Info available
while checking
PO Approvals on your Mobile Phone
Finsys on your Mobile Phone
It is easy and
most of the Finsys Client Directors today,
approve the PO’s regularly, via Mobile phone
it is so easy
.
NOW ,
LET US “APPROVE” THE PURCHASE ORDER
Next Step
Now ,
let us approve the Purchase order
Select the Purchase and Procurement
Module
Select the PO Approval Button
Select the PO Approval Button
Select the Desired Date
Select the PO type you made
Select the desired type,
party, item, if desired
You can reject the PO request with
mentioning the “specific reason”.
Press click in the “tick-box” on the right
Here, 2 rows will approve.
As soon as the Directors approve the PO, an email goes to vendor
automatically.
**Note : This Auto E-Mail desires a dedicated “in-house mail
server” **
Question : Do you need PO Approval ?
• Do we need online “PO Approval” ?
–
–
–
–
Best Business Practice (BBP) : Yes
Reason : proof that it is authorised by them.
Good = for additional control
This control is “Not suitable” for companies where Directors don’t approve
“online”.
• What happens if the PO is not approved online
– PO process in the ERP becomes a formality / typing job
– Decision makers are not seeing the
•
•
•
•
•
past rate history
Stock in hand in that plant – LIVE position
Stock in hand in other plants – LIVE position
Pending PO position ( PO raised for same item and pending to be received from vendors)
Pending In QC stock = what if already goods received , but pending in QC for 10 days,
hence production facing problem, thinking they are not available, making a PO again
Question : “PO checking” ?
• Do we need online “PO checking ” ?
– Best Business Practice (BBP) : Yes
– Reason : proof that it is authorised by one more person before the final
approval.
– Good = for additional control
– This control is “Not suitable” for small companies where staff is less, and all
decision taken by the Director himself.
• If you want this facility ?
– Screens and options similar to PO approval screen
– Usually given to HOD Purchase, or the HOD Accounts
– He/she can see the following before the PO is checked
•
•
•
•
•
past rate history
Stock in hand in that plant – LIVE position
Stock in hand in other plants – LIVE position
Pending PO position ( PO raised for same item and pending to be received from vendors)
Pending In QC stock = what if already goods received , but pending in QC for 10 days, hence
production facing problem, thinking they are not available, making a PO again
Some options during
PO checking / Approval ?
Colm for
“Marking URGENT”
See , who checked it before me. Here…. Empty means “None”
Last rates
PR , date and who made it……
If I reject a PO
I can mark a row as “rejected” == RED colm
And
Then give reasons as shown above
Approval Limits
There is a facility for fixing the approval rights “monetary” limits.
Mr Tyagi, Purchase Manager = Approval Rights Rs. 0 to Rs. 10000
Mr Bhansali, Plant Head = Approval Rights Rs. 10001 to Rs. 75000
Mr G K Ahuja, Director = Approval Rights Rs. 0 to Rs. 1,00,00,000
Mr B S Ahuja, Chairman = Approval Rights Rs. 0 to Rs. unlimited, ( and
compulsory for all capital goods )
Click on Quantity colm
To get useful information
Click the “Quantity”
To see the stock in hand of that item
In that plant
And in all the plants, live on the Finsys ERP
Click on Rate Colum
To get useful information
Option to see and verify the Rate
History of this item
 3 options available
When, I click, same item-all vendors, it Shows
I was purchasing this item from which vendor in past ?
At what price ?
For what lot quantity ?
At which plant ? Which PO, and date ?
Color Coding = Yellow & Blue
To get useful information
Color Coding =
YELLOW
Yellow = Shows, it is an “amendment” Purchase Order
>> extra caution required
Color Coding Yellow =
Amendment
Why did you amend it ??
See the reason here
Color Coding
BLUE
Blue = Shows, it is an “Rate Variation” Purchase Ord
>> Again >> extra caution required
Click the rate colm
It Shows
I was purchasing this item from which vendor in past ?
At what price ?
For what lot quantity ?
At which plant ?
Whenever there is a “Blue mark”you will ask
your staff member, the reason why he is
allowing a higher price to this vendor ?
This colm Shows
Reason for “Rate Difference”
Whatever, justification, your staff member gave
Opinion Colm
Shows the opinion of the ERP, in this PO
Can I see the PR and PO
while approving ?
Click the P R number  to see the
Soft copy of the Purchase
requisition immediately
Click the Purchase Order
Number column
You can see the Soft copy of
Purchase Order immediate
Now
We have approved the Purchase Order
Next step, next file
Finsys Infotech Limited.
New Delhi Office : Suite 200, 2F, Elegance Tower, Jasola Distt Centre, New Delhi, India
Development Centre : TB-06, Crown Plaza Mall, Sector 15A, Faridabad, Haryana
121007, India
Mumbai Office : Unit 1, Level 2, B Wing, Regus, Times Square, Andheri Kurla Road,
Andheri (East), Mumbai, Pin-400059 India
www.finsys.co.in
info[at]finsys.in