140311 msts111 procurement finalmystrata.com.au/.../msts111_procurement.pdf ·...

MSTS111 PROCUREMENT Copyright © Mystrata South Africa Pty Limited 2014

Version 1.0 (March 2014)

STUDENT WORKBOOK

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COURSE OUTLINE CONTENTS

1.0 Introduction ....................................................................................................................... 3

2.0 Request for Quote .............................................................................................................. 4

2.1 Create RFQ .......................................................................................................................... 4

2.2 Email RFQ ............................................................................................................................ 8

2.3 Print RFQ ........................................................................................................................... 10

2.4 Award/Cancel RFQ ............................................................................................................ 11

3.0 Work Orders ..................................................................................................................... 12

3.1 Create New Work Order ................................................................................................... 13

3.2 Editing options .................................................................................................................. 16

3.3 Email Work Order ............................................................................................................. 19

3.4 Print Work Order .............................................................................................................. 20

3.5 Authorisation .................................................................................................................... 20

4.0 Accounts Payable Invoice from Work Order ...................................................................... 23

5.0 Pay Work Order Invoice .................................................................................................... 26

6.0 Searching .......................................................................................................................... 28

7.0 Documents Folder ............................................................................................................ 29

8.0 Editing Special Templates ................................................................................................. 31

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1.0 INTRODUCTION

Question: What is Procurement?

Answer: The process of obtaining goods and services from preparation and processing of a requisition (Request for Quote, Work Order) through to receipt and approval of the invoice for payment

The procurement section within Strataware is where the user can generate either a "Request for Quote" (tender process) and/or a "Work Order" (purchase order).

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2.0 REQUEST FOR QUOTE

Navigate to “Property > Procurement > RFQ”.

The screen is broken up into two sections (other than the document pane).

1. The Request for Quotes pane will list all the requests that have been generated for the property including information on the contractor who the RFQ was issued to, References and if it has been awarded (won) or not.

2. The details pane will list information that is entered into the RFQ, as well as notes and if the RFQ has been 'cancelled' or not.

2.1 CREATE RFQ

To create a Request for Quote (RFQ) click the new button in the command bar.

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There are three main sections in the template that need to be entered into;

1. Reference -‐ enter the reference for the RFQ here.

2. Site Contact -‐ enter the site contact information including contact details.

3. Request for Quote details -‐ enter any information about the request that the contractor may require to efficiently complete the quote.

Now you need to add the contractors who you want to quote on the job by pushing the blue plus button in the ‘general’ panel on the right hand side of the screen:

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INCLUDED DOCUMENTS

If your Request has any documentation that is required to be included with the RFQ you can add these using the "Included Documents” section in the bottom right hand pane.

Click the icon to open the document pane popup.

You can now select files from within the Strataware document folder or click the Browse Local button to open a link to your workstation to upload and include files to the request.

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Note: Included documents MUST be in PDF format to be 'merged' with the main Request for Quote PDF. If any included documents are not PDF they will only be picked up for EMAIL. If you are printing or faxing the work order, any included documents that are not PDF should be printed separately.

If you are satisfied with the final work order document click the save button in the command bar. Once you have saved the document it can then be setup for emailing or printing.

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2.2 EMAIL RFQ

To email an RFQ select the quote from the list you wish to email then click the 'Contractor tab' in the details pane.

Select the contractor you wish to email from the drop down list and then click the 'Email/Letter' button.

Strataware will then create a NEW email with the contractors email address pre-‐entered along with the work order PDF PLUS any 'included documents' as attachments to the email. After typing the body of the email click the send button.

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2.3 PRINT RFQ

To print a RFQ select the quote from the list you wish to print then click the 'Contractor tab' in the details pane. Select the contractor you wish to print from the drop down list and then click the 'print' button in the command bar.

The work order will pop up in your default PDF viewer. (make sure to have popup blocker disabled)

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2.4 AWARD/CANCEL RFQ

To award a RFQ select the quote from the list and click the edit button in the command bar.

From the edit popup select the 'quick edit' option.

In the details pane select the contractor you wish to mark as 'awarded' from the drop down list and then click the icon to select the date the quote was 'awarded'. When you have selected a date from the calendar picker click the save button in the command bar.

The list of quotes will now display a date in the 'Awarded' Column.

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3.0 WORK ORDERS

Navigate to “Property > Procurement > Work Orders”.

The screen is broken up into two sections (other than the document pane). The Work Order pane will list all the orders that have been generated for the property including information on;

• The quoted amount. • If the work order was cancelled. • If payment authorisation is required. • If the the work order is for an Insurance Claim.

The details pane will list information that is entered into the RFQ, as well as notes and if the Work Order has been 'cancelled', 'Paid' and 'Authorised'.

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3.1 CREATE NEW WORK ORDER

To create a Work Order (WO) click the new button in the command bar. There will be two options to select from.

If you have not created a RFQ and you wish to simply create a new Work Order, click the 'New Work order' button.

If you HAVE previously created a RFQ and have awarded one of the contractors the job, click the 'New Work order from RFQ' button. (this will be covered in the next section)

Note: Using the 'New work order from RFQ' option you MUST have awarded one of the contractors the job in the RFQ section, or the RFQ will NOT appear in the list of RFQs to be turned into a Work Order.

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There are three main sections in the base template that need to be completed;

1. Reference -‐ enter the reference for the Work Order here.

2. Site Contact -‐ enter the site contact information including contact details.

3. Work Order details -‐ enter any information about the request that the contractor may require to efficiently complete the job.

The general details pane to the top right will allow you to enter the date, the contractor the work order will be sent to, and the quoted amount. You can also mark the Work Order as an Insurance Claim, and mark if Payment Authorisation is required or not. (Authorisation will be covered in a later section)

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INCLUDED DOCUMENTS

If your Work Order has any documentation that is required to be included with the PDF you can add files using the "Included Documents” section in the bottom right hand pane.

Click the icon to open the document pane popup.

Note: Included documents are different from 'Attached documents' Included documents are 'linked to the individual WO and will be merged (if PDF) to the WO itself. You can still use the attached document section to 'link' other documents to the record as well but they will not be automatically 'merged'.

You can now select files from within the Strataware document folder or click the Browse Local button to open a link to your workstation to upload and include files to the request.

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Note: Included documents MUST be in PDF format to be 'merged' with the main WO PDF. If any included documents are not PDF they will only be picked up for EMAIL. If you are printing or faxing the work order, any included documents that are not PDF should be printed separately.

If you are satisfied with the final work order document click the save button in the command bar. Once you have saved the document it can then be setup for emailing or printing.

3.2 EDITING OPTIONS

There are 2 selections available when editing a pre-‐existing Work Order.

1. Quick edit. This option allows you to modify the details pane for a selected RFQ. Some of the things you can edit are;

• Mark a single contractor as 'Awarded' • Edit the notes • Mark the RFQ as cancelled • Email the RFQ

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EXAMPLE OF THE DETAILS PANE IN EDIT MODE.

2. Edit Work Order Document. This option allows you to edit the WO itself, including; • Change the assigned Contractor • Edit or add notes • Mark the WO as cancelled • Upload 'included documents' • Modify the details of the WO

Click the Save button when you have made all your changes.

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EXAMPLE OF WORK ORDER DOCUMENT

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3.3 EMAIL WORK ORDER

To email a Work Order select one from the list you wish to email, then click the 'Email/Letter' button in the details pane.

Strataware will then create a NEW email with the contractor’s email address pre-‐entered along with the work order PDF PLUS any 'included documents' as attachments to the email. After typing the body of your email click the Send button.

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3.4 PRINT WORK ORDER

To print a Work Order select one from the list you wish to print then click the 'print' button in the command bar.

The work order will pop up in your default PDF viewer. (make sure to have pop-‐up blockers disabled)

You can also view and print the Work Order from the 'Attached documents' pane.

3.5 AUTHORISATION

You can mark Work Orders as required to have Authorisation. This can be done in the Quick edit option or the Authorisation tab in the details pane.

Click edit in the command bar > Authorisation tab.

You can add entities to the authorisation window by clicking the button.

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You can set either Internal (someone in your company) or External (someone outside your company such as a trustee) being the entities that are required to 'Authorise' the Work order. Click the Magnifying glass icon to add an entity.

Internal option will allow you to select from Staff members in your organisation.

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The external option will open the address book to allow you to select your own contact.

Once you have selected the people responsible for the authorisation of the work order click the Save button in the command bar.

These entities must be marked with a date of authorisation for the user to be able to then create a Accounts payable entry from a work order and also use the 'Pay work order invoice' from the General Ledger.

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4.0 ACCOUNTS PAYABLE INVOICE FROM WORK ORDER

If you have created work orders for a scheme the information can be used to then create an Accounts payable entry for the invoice when it is received.

To do this navigate to Property > Accounts > Accounts payable > Click the New button in the command bar.

Click the 'Create Invoice From Workorder' button.

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This will result in a popup that lists all the Work Orders for the property.

The Date, WO number, Contractor name, Reference, Amount are detailed.

There is also a column to show if the Work Order has been fully authorised or not.

Select one of the Work Orders to create your AP invoice. This information will be used to create your invoice.

To finalise the invoice enter your Expense category using the button and enter the amount to pay for the invoice and click the Save button in the command bar.

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Note: If the work order has not been authorised the popup window listing the Work Orders will display a red . These Work Orders cannot be converted into AP invoices until they are authorised.

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5.0 PAY WORK ORDER INVOICE

Payment of work orders directly from the General ledger is possible without creating Accounts payable entries.

Caution: Using this method will automatically create an Accounts Payable item for you, which will then be immediately paid. As such no “Accounts Payable Liability” will exist from the work order when using this method.

Navigate to Property > Accounts > General Ledger. Click the new button in the command bar and select pay work order invoice.

Note: You must have created a Work Order and it must be authorised (if required) to be able to use this option.

A popup pane will appear and list all the available Work Orders for the property. Click the Work Order you wish to pay.

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The transaction details pane will now show information drawn from your Work Order. Enter the invoice number, total amount to pay and add the expense category and amount. Click the save button in the command bar to complete the transaction.

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6.0 SEARCHING

Within both the RFQ and WO pane you can use the search options to;

• Select a contractor from the drop down list to filter by • Show either Un-‐Awarded RFQs or ALL RFQs (RFQs) • Show Unpaid or All Work Orders (WOs) • Filter options for Authorisation (WOs) • Change the display period either by month or a custom date range

When you have selected the appropriate search options click the OK button to apply them.

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7.0 DOCUMENTS FOLDER

The Documents Folder pane will allow you to upload and download files relative to the selected property. You can also 'attach' (link) files to a particular RFQ/WO using the attached documents pane.

Note: Included documents MUST be in PDF format to be 'merged' with the main Request for Quote or Work Order PDF. If any included documents are not PDF they will only be picked up for EMAIL. If you are printing or faxing the work order, any included documents that are not PDF should be printed separately.

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The top pane shows the Documents Folder, this will default to the selected property’s folder. You can use the options in the lower command bar to;

• Attach document • Upload document • Download document • Email document • Show file versions • Publish document to MyCommunity Portal • View the file properties • Open and view the file

The attached documents pane will list all the PDF files that have been attached to the current selected RFQ/WO. You can also use all the same options as in the Documents pane apart from the 'Attach' option.

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8.0 EDITING SPECIAL TEMPLATES

The Request for Quote and Work Order document templates can be modified to add or remove information if you wish. This can be done by editing the 'Special Template'

Navigate to Documents & Files > Email & Letter > Click New > Edit Template.

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When the template popup appears select the Special Template Tab along the bottom of the pane. A list of special templates will be presented to you.

RFQ and Work Order will be available in the list, select the option you wish to edit and click the OK button.

The template will be shown in edit mode; you can now modify the template using the options in the Word Processor banner and use the available merge fields in the right hand pane.

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When you are satisfied you have made the necessary changes click the Save button in the command bar.

You can enter a short description and notes if required.

When finished click the OK button to save the new modified 'Special Template'.

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Mystrata Pty Limited

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