​PAP Community Foundation (PCF) PO & Invoicing User Manual​ ​ ​

[Audio] Welcome to ​P A P Community Foundation PO and Invoicing module user training for buyer..

SESAMi Confidential Proprietary. 2. Login Sourcing PO Direct PO Approval PO Acknowledge by supplier PO Change / Cancel Goods Receipt (GR) Creation Invoice Creation by Supplier Check Details.

[Audio] Login. Login. SESAMi Confidential Proprietary.

[Audio] Click Sign In under PCF Staff Login to login. PCF Buyers will be using Single Sign On (SSO) to authenticate the user account for login..

[Audio] Click on the e-Purchasing/Invoice to proceed..

[Audio] Sourcing PO Creation. Sourcing PO Creation.

[Audio] On the left, a dashboard will show the pending requests and approval which require action. The BELL icon on the top right shows the previous action history or event done under this account.

[Audio] Important Note. Whatever input or changes you made on the page, before continue, if there is a SAVE button, you must click SAVE. Otherwise it will show error if you try to continue onwards..

[Audio] The system allows to search the awarded RFQ, SVP or Tender by reference number. User can key in the quantity and create purchase request. Click on P2P, Requisition, Create Sourcing PR.

[Audio] Select Department, Document Type, New PR.

[Audio] Select from the list of approved Award Tender, RFQ, SVP Click on Create PR.

[Audio] Click on Save before continuing. System will create the PR with details from the Sourcing document.

[Audio] Click on Save before continuing. System displays the Item Information and budget information under Items info section..

[Audio] Click on the PEN icon to do cost allocation.

[Audio] There are 3 tabs, General , Cost Savings, Cost Allocation. Adjust the Delivery address and Date accordingly..

[Audio] Cost Savings tab shows the estimated unit price, historical unit price and cost avoidance..

[Audio] Under Cost allocation, you can select allocation by Amount, Percentage, or Quantity. Click the PEN icon.

[Audio] Select Cost Center, GL, Percentage, Amount, and Quantity that you want to allocate to this particular item. Click Save once done..

[Audio] Click on SAVE before continuing. Delivery Address and Contact are pre-generated by system and can be amended..

[Audio] Click on SAVE before continuing. User can add on more info or upload additional document under Additional Info section.

[Audio] Click on SAVE before continuing. System is configured to support 2 level approval. Level 1 is optional. Level 2 is signing authority configured based on BSC and value. Click SAVE, followed by Submit Request.

[Audio] Click OK to submit for approval if all is in order..

[Audio] There will be a Prompt that PR is submitted successfully..

[Audio] After submission, the PR status will be Pending Approval. The current workflow status can be viewed under Workflow history section..

[Audio] Audit Trail section lists out all the actions done by user on a particular PR..

[Audio] Direct PO Creation. Direct PO Creation. SESAMi Confidential Proprietary.

[Audio] Click on P2P, New Requisition. Click on the Here hyperlink at the bottom right to create Non-Contracted Requisition.

[Audio] Click on Save before continuing. Fill in the fields under the General Info section.

[Audio] Click Items Info, followed by Add Line Item.

[Audio] Enter the Item Description and click on Add.

[Audio] Click on Save before continuing. Fill in the line item information, Select the supplier and Input item description. Select item code, Input quantity and unit price. Select unit of measurement. Contract number & Category are optional.

[Audio] Click on Save before continuing. GL code is based on Item code. Input delivery address and contact person OR use the same delivery address. Select expected delivery date and payment term..

[Audio] Cost Savings tab shows the estimated unit price, historical unit price and cost avoidance..

[Audio] Under Cost allocation, you can select allocation by Amount, Percentage, or Quantity. Click on Add cost allocation to add line item for cost distribution..

[Audio] Select Cost Center, GL, Percentage, Amount, Quantity to allocate to this particular item. Click on Save once done..

[Audio] The Cost distribution needs to add up to 100 percent Check the Percentage, Quantity, Amount, Total Percentage, and Total quantity..

[Audio] click SAVE before continuing. System displays the Budget Information based on Cost Centre and GL selected. If there is not enough budget , system will prompt Exceed budget..

[Audio] click SAVE before continuing. Delivery Address and Contact pre-generated by system and can be amend by user..

[Audio] click SAVE before continuing. User can add on more info or upload additional document under Additional Info section..

[Audio] Click on SAVE before continuing. System is configured to support 2 level approval. Level 1 is optional. Level 2 is signing authority configured based on BSC and value. Click SAVE, followed by Submit Request.

[Audio] Click OK to submit for approval if all is in order..

[Audio] There will be a Prompt that PR is submitted successfully..

[Audio] After submission, the PR status will be Pending Approval. The current workflow status can be viewed under Workflow history section..

[Audio] Audit Trail section lists out all the actions done by user on a particular PR..

[Audio] Approval. Approval. SESAMi Confidential Proprietary.

[Audio] Approver can view PRs pending for approval under the Dashboard. click on Approver PR to view the Pending Approval list.

[Audio] Click on the PR listing on the left and the PR details will show up on the right. Click Action on top right.

[Audio] Under Action, select Approve or Reject. Input Remarks (if Reject please explain reason, If Approve can just input "NA" or "Approved". Click Submit once done..

[Audio] A prompt message that the PR has been approved will appear..

[Audio] Alternatively, approver can click on the Approve or Reject button in the notification email received for the PR submission..

[Audio] PO Acknowledge by Supplier. PO Acknowledge by Supplier.

[Audio] After suppliers login, they can see the "Accept PO" dashboard.

[Audio] Supplier can Acknowledge, Decline, and Download PO. Once supplier acknowledged PO, top right of the page will show PO accepted.

[Audio] PO Change or Cancel. PO Change / Cancel. SESAMi Confidential Proprietary.

[Audio] Click P2P > Order, and select the PO from the listing.

[Audio] Click on either Cancel PO or Change PO. PO Change / Cancel.

[Audio] If confirm, click on OK to cancel PO, the top right will show the prompt "Purchase Order is cancelled".

[Audio] If Change PO, then system allows to change quantity. Once the changes are done, user must click on SAVE followed by Submit.

[Audio] Goods Receipt Creation. Goods Receipt (GR) Creation.

[Audio] Click P2P > Order. User can only create GR for PO under Accepted or Revision Accepted status. Those under Submitted or Revision Submitted status, Supplier need to Accept or Acknowledge PO first before you can create the GR.

[Audio] Click Create GRN by Amount or Create GRN by Quantity. If partial GR is to done by clicking GRN by Amount, the subsequent GR will have to follow GRN by Amount as well.

[Audio] The To Receive order by field will display either Quantity or Amount, depending on which was selected to create the GRN.

[Audio] For non-trade suppliers, user will need to input the vendor's invoice details during the GR creation in the Invoice Information section. The following fields are compulsory: Invoice number, Invoice date, Supporting documents.

[Audio] Input the quantity under Accept and Reject fields. User must click Save Changes hyperlink after inputting the quantity..

[Audio] For Non Trading suppliers, user needs to key in the invoice details during GR creation. Once done, click on Save followed by Submit..

[Audio] There will be a Prompt message "Goods Receipt Notes is submitted. The page will change to the listing showing both the PO number and GR number..

[Audio] Invoice Creation. Invoice Creation. SESAMi Confidential Proprietary.

[Audio] Supplier needs to acknowledge the PO before user can create the GRN.

[Audio] After supplier acknowledged PO and user has created GRN, supplier may go to P2P > GRN > find the GR or PO from the listing and click on Create Invoice.

[Audio] Supplier is to Input Invoice number and invoice date, amend address and contact if necessary.

[Audio] Select GST 7% or 8% then must click SAVE CHANGES.

[Audio] After all details have been input and selected, supplier need to click SAVE then SUBMIT. A prompt will show on top right stating "invoice is submitted".

[Audio] Check Details. Check Details. SESAMi Confidential Proprietary.

[Audio] Go to P2P > Requisitions > click on the PR from the list and click Requests. It will show all the available status: PR number, PO number, GR number, Invoice number. Click the blue EYE icon to detailed information..

[Audio] Credit Note. Credit Note. SESAMi Confidential Proprietary.

[Audio] Go to P2P > Credit Note. Click on the Credit Note under Submitted status from the list.

[Audio] Scroll down to view the credit note's line-item details and attachments submitted by vendor. Click on the Eye icon besides the line item to view the full item details. A pop-up window with the full item information will appear..

[Audio] Click on Verify CN if all is in order. A pop-up message will appear..

[Audio] The credit note's status will now be under Accepted status..

[Audio] There are 3 types of status for Credit Note. Draft means supplier created the credit note but not yet submitted it. Submitted means that supplier has submitted the credit note. Accepted means user has verified the credit note..

[Audio] If you require any further assistance, do contact sesami customer care at 63025300 or customercare@sesami.com..