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# | Stage | Modules |
1 | Quotation confirmed | Dimension Value – Project Code |
Location/Inventory posting setup – project location | ||
Quotation – update dimension / release quotation | ||
Jobs – Project Engineering Schedule | ||
Jobs – Billing Schedule | ||
Sales Order – Material List for procurement | ||
2 | On-Site Activity | Use mobile devices to upload attachments (i.e image) and record the progress date |
3 | Procurement | Requisition Worksheet – procurement process for project material |
Purchase Order – Purchase stock item / project material | ||
Purchase Invoice – purchase for project works or project material / Vendor invoice | ||
Transfer Order – transfer material from stock to project location | ||
4 | Project Closure | Physical Stock Count – transfer the material cost to cost of goods sold account |
Item Journal – write off damage item / stock adjustment |
Stage 3 - Procurement
1.
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Requisition Worksheet - Consolidated all outstanding item it need to purchase for fulfil the project requirement
1.1 Preview outstanding line in Requisition Worksheet .
Step 1 - Go to Page DimensionsRequisition Worksheet
Step 2 - Select Project Dimension, then select Action Dimension, Dimension ValuesSpecial Order, Get Sales Orders action
Step 3 - Enter Project Code and Project Name
Update Project Code to related job card
Step 1 - Go to Jobs then select the job card.
Step 2 - Select Job, Dimensions-Single Action
Step 3 - Select Dimension Code = Project
Step 4 - Select Dimension Value Code, Value Posting select “Same Code”
Update Project Code to Quotation
Step 1 - Go to Sales Quotes then select the Quotation.
Step 2 - Select Quote, Dimensions Action
Step 3 - Select Dimension Code = Project
Step 4 - Select Dimension Value Code
1.2 - Create Location for the project
Create Location and Inventory Posting Setup
Step 1 - Go to Locations then click New action.
Step 2 - Enter Location Code (10 char) and Name
Step 3 - Enter Address & Contact if any
Create Inventory Posting Setup for the new location
Step 1 - Go to Inventory Posting Setup
Step 2 - Select the new added location, then select Stock in Invt. Posting Group Code
Step 3 - Enter related G/L account number in Inventory Account and Inventory Account (interim) column respectively.
Combination for Location and “ITEM” / Location and “STOCK”
1.3 - Create Jobs for Project Engineering Schedule / Billing Schedule
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Step 1 - Click [Jobs] in navigation bar.
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Note: if the link not included in navigation bar, click Search button then enter Jobs into search box, select Jobs - Lists.
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Step 2 - Create new Job by copy from template
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Select Template then choose action Process => Copy Job
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Select Job Tasks No. it needs to copy from the template…
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Step 3 – Enter Job Information
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- Change the Description / Bill-To Customer it copied from Template or source Job card
- Select Job, Dimensions action to enter the Project Code
- In Tasks section, select Manage, New Link or Delete Line to add Tasks or Delete Tasks
- Update the Job Planning Line
For Billing Schedule - fill up following data in Job Planning Lines:
- Planning Date – enter the target billing date
- Line Type – select Billable
- Type – select Item
- No – select ‘00’
- Description – change the description if needs
- Quantity – enter 1
- Unit Price – enter the amount for the payment
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Step 4 – Create Sales Invoice - for billing schedule only
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Create sales invoice for the deposit. Select Actions, Functions, Create Sales Invocie…
On-screen preview Jobs
- Jobs List – list of existing jobs
- Job Tasks – list of existing job tasks lines
- Role Centre – Invoicing Data Cues to preview no. of invoice need to create
Report
- Job Suggested Billing
- Jobs Per Customer
1.4 - Create Sales Order for the project
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Step 1 – Select Sales Order then select New Action
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OR click + Sales Order in Action menu
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Step 2 – Copy Sales Order from Quotation
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Sales Order card page to be prompt, enter Customer Name then select Prepare, Copy Document Action
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In copy sales document dialogue, slect the option as below
- Document type = Quote,
- Document No. = the sales quote no.
- Select Include Header
IMPORTANT – make sure the project code is recored on the sales order. If project code is recorded in source qotation, it should be copy to the sales order. Enter the Project Code in sales order if missing.
filter options for get line from sales order
i. Select “Retrieve dimensions from” = Sales Line
*System will save the selected option until user change.
ii. Select Location in if you want to handle the material purchase for specific project only.
Click OK to get the sales order lines which is need to purchase project material.
System only get the outstanding line to requisition worksheet only.
1.2 Create Purchase Order from Requisition Worksheet
Step 1 - Click on Vendor No. column for the line which is need to create purchase order
Step 2 - Please note, Vendor must select from Vendor Category in Requisition worksheet
Step 3 - Optional - if no vendor setup in vendor category, user can follow the steps below for create
Note: list to be according to Vendor setup in Item Card. List to be empty if vendor for the item is not recorded in item card
- Click New to add line in Item Vendor Catalog to select vendor for the material.
- Select Vendor no.
- Note: vendor must exist in Vendor Card
Step 4 - Carry pout Action Message for Create PO
i. Make sure check box for Action Message only checked for the item it ready to create PO.
- If user want to create order for specific item only, user can use filter function to filter the item show on requisition worksheet only.
ii. Select Process, then Carry Out Action Message action
1.3 Purchase Order
i. Ener Project Code in PO Header.
ii. Make sure Location code is recorded in Order Line
iii. Update unit cost on the order line. Please note, system will default last Direct Unit Cost to the order line and it may not the purchase price for the order.
iv. Enter Expected Receipt Data if needs
IMPORTANT:
System will not carry the extend text line from SO to PO, user must check and enter the specification for the item in PO.
Example as below:
1.2 - Create Purchase Order for purchase to stock
Create Purchase Order
Step 1 - Select Purchase Order then select new action
Step 2 - Enter Purchase Order information
- PO no. will auto assign by system
- Select vendor from vendor card for fill up Vendor Name
- Select project code “STOCK”
- In Order Lines Tab, select Type = Item
- Select Location – if purchase to stock, location should be MAIN
- Enter Quantity
- Unit of measure code default from item master, change if needs
- Enter Comment if needs
2. Purchase Receipt
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Step 3 – Add line for material list
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Sales line to be copied from the sales quotation.
IMPORTANT*
- if the item if generic and the description to be different on each order, user need to update the description in sales line.
- If the unit of measure is not base unit, user must change the UOM code before edit the description. Once UOM is change, system will reflash the Description.
- [Purchasing Code] – select MATERIAL. If purchasing code is empty, the sales line will not show on the Requisition worksheet.
- No need to enter unit price for the material list item
Report – Customer Order Details to preview the list of material need to purchase for the project
- Filter Total by Project Code
- Filter Sales Order Line by Purchasing Code
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Step 4 – Release Sales Order
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