Online Order Entry - Pcschool · © PCSchool 2016 Online Order Entry 20170309 6/35 Step 7 Creating a Workflow for your Orders Log into: Spider > Finance Dashboard > Order Entry >

© PCSchool 2016 Online Order Entry

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Online Order Entry

TABLE OF CONTENTS

Step 1 Project Codes will need to be setup ............................................................................... 2 General Ledger Project Codes..................................................................................................... 2

Step 2 Create a Posting Account with a Budget ........................................................................ 2 Step 3 Create a “Standard Report” to show relevant Project Codes.” ......................................... 4

Step 4 Create the Creditors to Order Against ............................................................................ 4 Step 5 Create Stock Items ........................................................................................................... 4

Staff View in the Roles tab: .......................................................................................................... 5 Step 7 Creating a Workflow for your Orders .............................................................................. 6

e.g. Using the Sub Account Project Code for English, we will create a Project Workflow. ........ 6 Searching Workflows or Projects .............................................................................................. 9

Step 8 Creating Projects – Decision makers who gets email ................................................. 10 Step 9 Placing an Order ............................................................................................................. 11 Step 10 Creating a new order .................................................................................................... 12

Creating a new order with GST .............................................................................................. 12 GST Exclusive – NO GST ...................................................................................................... 14

Step 11 Order Workflow Email Process ................................................................................... 15 Step 12 Checking progress of Purchase Order or Searching ................................................. 16 Step 13 My Order Decisions ...................................................................................................... 17 Step 14 To print an order you will need the following report set up: ..................................... 17 Step 15 Printing and Sending the Order to the Creditor ......................................................... 18 Examples of how to create orders: ............................................................................................ 20

Case Study 1 - Order for $40 for the English Dept: ................................................................ 20 Case Study 2 - Order for $640 for the Maths project – which does not get approved ............. 23 Case Study 3 - Order for $49 for the Science project ............................................................. 26 If the order had been over $51: e.g. ....................................................................................... 32

Troubleshooting: ........................................................................................................................ 35 Can not create a purchase order ............................................................................................ 35 Budget Value is showing different value ................................................................................. 35 Deleting Projects .................................................................................................................... 35 Seeing what orders are attached to the Project: ..................................................................... 35


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Security required: Order Entry View (542) Workflow Project Management (556) - Required by the person to set up the Workflows for a purchase order.

Step 1 Project Codes will need to be setup

General Ledger Project Codes

Path: General Ledger > System > Ledger Project Codes To use Workflows in the Order Entry control, you need to create Project Codes. These Project Codes are created in the Finance Module (Back Office) of PCSchool. See manual on how to set up Project codes or click link: http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glledgerprojectcodes.pdf

Step 2 Create a Posting Account with a Budget To be able to place an order, the “Project Code” needs to be applied to one or more “Ledger Posting Accounts” which need to have a budget. Orders can be placed against this year’s or next year’s budget. When ordering, the cumulative budget totals for the relevant sub accounts for each ledger code contained within the associated “Standard Report” will be available for the order. *Order not restricted to particular GL Code.

(a) e.g. You might put your budgets under each expense or otherwise see (b)

http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glledgerprojectcodes.pdf


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(b) Set up a new code especially for Budgets In Model Account create the number first as per example. Path: Finance > Gen Ledger > Model Account Entry

(c ) Path: Finance > Gen Ledger > Posting Account entry

Select the account

And create new sub accounts

Enter budget figures manually or thru the Budget Creation

For information about setting a budget, click on the links below. http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glbudgetcodes.pdf http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glledgerfileimportexport.pdf

http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glbudgetcodes.pdf

http://www.pcschool.net/wp-content/pcschool-uploads/generalledger/glledgerfileimportexport.pdf


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Step 3 Create a “Standard Report” to show relevant Project Codes.” Path: Finance > Gen Ledger > Standard Reports Setup & Printing In order to show the end user the range of accounts they can order from, a “Standard Report” including the “Project Codes” needs to be created. It is possible that one may already exist. Once the report has been created, it needs to be “Web Published”. The following options are available. Don’t Publish Do not make this report available. Publish for Project Make available for Online Order Entry

Step 4 Create the Creditors to Order Against Creditors are required to place orders against. See link for further help with Creditor http://www.pcschool.net/support/user-guides/creditors/

Step 5 Create Stock Items Path: Finance > System > Stock File Information. You need to make up two stock codes - if they don’t already exist within your “Stock” e.g. one for ‘GST inclusive’ and one for ‘GST exclusive’. Set up as follows: GST Inclusive (note: Change the Tax Rate to your countries GST rate)

GST Exclusive

See for further stock setup: http://www.pcschool.net/wp-content/pcschool-uploads/pos/posstocksetup.pdf

http://www.pcschool.net/support/user-guides/creditors/

http://www.pcschool.net/wp-content/pcschool-uploads/pos/posstocksetup.pdf


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Step 6 Staff Roles Path: Finance > Utilities > Maintenance Codes > Roles The “Project Co-ordinator” set in the Ledger Project Code can raise orders against that code. You may, however, have other staff members in charge of a project or you may want other staff to be able to raise purchase orders against it. You will need to indicate which Project Codes a staff member can order goods against. You do not need to create a role specifically for project ordering if you already have defined roles you wish to use. (Eg Head of Department). Click here for further on Maintenance Codes: http://www.pcschool.net/wp-content/pcschool-uploads/tools_sysadmin/pcmaintenancecodes.pdf. e.g. Set up as follows:

Path: Finance > Payroll > Staff View or Scholastic > Staff View

Staff View in the Roles tab:

1. In the Staff View, select the Teacher and go to the Roles tab.

2. Select a Role, in this case Project Finance Area.

3. Tick if the staff member is the Project Co-ordinator, or leave unticked if they are simply allowed to raise purchase orders for this project area.

4.

Select the Project Code (by clicking on the column heading).

Repeat steps 2, 3 and 4 if the teacher is the co-ordinator or able to raise orders for multiple project areas <<<Project Range>>>

5. Select Save when done.

http://www.pcschool.net/wp-content/pcschool-uploads/tools_sysadmin/pcmaintenancecodes.pdf.


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Step 7 Creating a Workflow for your Orders Log into: Spider > Finance Dashboard > Order Entry > Project Workflow This option will show if the logged in user has the necessary security. Click here for further help: http://help.pcschool.net/help/setting-up-spider-security-for-spider/?category_id=17 A workflow determines the decision making steps for an order.

It is not compulsory to have a decision making step in the workflow, if omitted, the order is automatically approved.

As well as the decision making steps any number of email notifications can be set before or after the decisions.

e.g. Using the Sub Account Project Code for English, we will create a Project Workflow.

1. If the purchase order is up to $100 then the Subject Co-orindator (User1) can approve. 2. If the purchase order goes over $101 to $500 then it requires the Subject Co-orindator (User 1) and the Bursar (user2) to approve 3. If the purchase order is $501 or more then the Subject Co-orindator (User 1), Bursar (User 2) and the Principal (User 3) need to approve this.

Select Workflow

Create New Workflow

(by selecting the Notify button - this will send the Controller each time a purchase order is created If not required go to Decision)

Select Notify or Decision

Next

http://help.pcschool.net/help/setting-up-spider-security-for-spider/?category_id=17


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Select Decision

User 1 Subject Co-ordinator to approve (if up to $100)

Bursar to approve (if over $101 to $500)

Principal to approve (if over $501 to $99999) Note: You can also get all three to approve if over $501 to $9999

Once the Purchase order Decision has been made who needs to know?

Select email to Controller Next

Select Notification email to the Originator …..Next

Conclude Workflow


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1. The step is automatically generated when you create a workflow

2. Before any decision making, the Controller of the Project will get an email

3. If the order is less than or equal to $100, user 1 will be emailed to make a decision

4. If the order is between $100 to $500 user 2 will be emailed to make a decision

5. If the order is greater than $500, user 3 will be emailed to make a decision

6. The originator is emailed once the decision has been made

7. The controller of the project is emailed once the decision has been made

8. This workflow concludes

9. Each workflow needs a unique name (when naming the workflow it can be useful to include the decision making amounts within the name as per example above)

10. The Standard Report that is attached to this workflow.

At this stage, we do not nominate which users 1 to 3 are. These are used when the Workflow is applied against a Project Code. This Workflow can be applied against several Project Codes. You will need to create different Workflows if the decision making values are different for different Projects, or the number of decision makers varies for a Project.


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Searching Workflows or Projects

Select Search Workflow or Project and buttons on the right as follows:

1. KEY: Shows the details of the workflow. The associated Standard Report can be changed.

2. KEY: Delete a Workflow – Only available if projects aren’t running against it.

3. KEY: This shows the projects associated with the Workflow

4. Associated buttons to the KEY as mentioned above.

e.g.Shows the workflows

Once a Workflow has been created, it is unable to be edited, although it can be deleted if there aren’t any projects running against it.


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Step 8 Creating Projects – Decision makers who gets email Select – Project Workflows

Select Project

Create a New Project

Notes: *With decision makers if you have four people to approve an order– if one approves and three do not - the 50% rule will apply to whether it will be approved or not. Once a Order has been raised you will not be able to change the email addresss.

1. A unique name describing the Project Code to be used (eg Department)

2. The name of the Workflow (that you just made up) to be applied against this Project – from the drop down

3. The Project Code (sub account code) from the drop down

4. The email address of the Controller .

5. The email address of the Supervisor.(note this is not used at present – you will need to use the Controllers email address in this field at the present time)

6. Email address for decision maker User 1 (more than one can be entered seperated by a semi colon)*



9. The summary of the Workflow showing the dollar amounts and notifications.


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Step 9 Placing an Order

When first entering the “Manage/Create Web based orders”, the first screen gives you the option to Search for an existing order or create a new order

1. Restrict search to a particular Creditor. Blank = ALL Creditors

2. Restrict search on the Order Status (search for existing orders or create a new order. (Active/Approved, Cancelled, Finalised, Holding, Not approved or Pending Approval)

3. Search for a particular order number

4. Select for orders placed on a particular date. By default it will show orders for the current date.

5. Press [Search Orders] after setting filters to find existing orders.

6. Press [New Order] to create a new order


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Step 10 Creating a new order Creating a new order with GST

1. Select the Project – this is determined by the project code you have setup under step 8

2. The budget value shows here. It must be greater than 0 to be able to place an order (Required)

3. Select which budget to use, this year’s or next. (Required)

4. Select the date the order is to seen as being created on (Required)

5. An automatic order number will generate.

6. Select the Supplier’s code, this is a Creditor (Required)

7. Ordered By must be a valid Teacher Code. Logged in user by default.

8. Deliver By (Optional)

9. Delivery To (Optional)

10. Description – A description of the order (Optional)

11. Comments (Optional)

12. Post Comments (Optional)

13. A summary of the Workflow connected to this Project

14. A summary of the Supplier’s information

15. Press [Next] to start making the order

16. Press [Exit] to return to the previous menu


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e.g. of a GST charged for item

1. Description - Type in the Stock Item description

2. Stock Code - This is setup to default to GST (from Step 5)

3. Qty – Quantity you wish to purchase

4. Price per unit (inc GST) - type in the amount

5. Account – Select the General Ledger account which this is chargable against from the dropdown

6. Item Comments – (optional)

7. ADD

8. This now appears below the line you can select the Edit button for it to appear above line for editing or delete

9. Save when finished or keep ADDING lines


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GST Exclusive – NO GST

1. Description - Type in the Stock Item description

2. Stock Code – Select No GST Exclusive from drop down(from Step 5)

3. Qty – Quantity you wish to purchase

4. Price per unit - type in the amount which will be GST Free

5. Account – Select the General Ledger account which this is chargable against from the dropdown

6. Item Comments – (optional)

7. ADD

8. This now appears below the line you can select the Edit button for it to appear above line for editing or delete

9. Save when finished or keep adding lines


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Step 11 Order Workflow Email Process Once the order has been saved it will be emailed for authorisation based on the Workflow used. The workflow will determine who gets a notification email, and who will be required to approve the order. Copy of order received as a Controller

As this order is over $501 an email will be sent to the User 3 to approve or not approve – as set up Step 8

1. Click here above will take you to the screen to “Approve or Disapprove” for this order

1. The decision maker has the option to Approve or Decline the order.

2. This shows the progress of the current Workflow.

3. This summarises what needs to take place within the Workflow.


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Step 12 Checking progress of Purchase Order or Searching Select from Financial Orders>Financial Orders>Search Orders To check at any time the progress of any Purchase order. Note: You can search by – Creditor or Status or Order No. or Date but if unsure make sure you do not have any details in these fields and press Search Orders

If you click on the you can see the status of the order as per example above.


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Step 13 My Order Decisions If you have purchase orders to approve and you havent received and email about them, you can check them in Spider under My Order Decisions – as per screen shot e.g. below example

Step 14 To print an order you will need the following report set up: Path: Utilities > Report Alias Setting You may have your own Order report that has your logo on it or already setup:

a) To use in Spider – select Web Publish for: and place tick in Teachers b) To create report - set up as per screenshot.


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Another report available:

Step 15 Printing and Sending the Order to the Creditor Once the Order has been approved

orders can be viewed or printed by selecting the appropriate order report

View your purchase order – you will be asked if you wish to print Item Comments Print – this will save the purchase order as a PDF

you can then print

or Email the purchase order via your own emails by attaching the PDF

Print with Options


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Purchase orders can be seen in Back Office Path: Finance > Creditors > Order Entry and Control

For more information about processing orders, click here.

http://www.pcschool.net/wp-content/pcschool-uploads/creditors/crorderentryandcontroluserguide.pdf


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Examples of how to create orders:

Case Study 1 - Order for $40 for the English Dept:

(a) Purchase officer needs a copy of the purchase order(controller) (b) Subject co-orindator can approve under $100 – (User 1) (c) Bursar – needs to approve if over $101- $500 – (User 2) (d) Principal, Bursar need to approve if over $501 to 99999 (User 3) (e) Purchase Officer (controller) will get an email to say approved (f) Originator will receive an email to say approved or not approved (e) Order can then be print or emailed

1. Workflow

2. Project


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3. Order

4. Who should receive purchase order:

a) Copy to the controller – Christine – Notification of order b) Decision maker – (User 1) wombat– as order is under $101

e.g.(a)Copy of purchase order sent to the Controller


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e.g. (b) User 1 Decision Maker will receive this email

The Decision maker can then Approve this or or Disapprove

e.g. Approved

An email will be sent to the Controller saying that purchase order approved. Also the Originator will receive an email to say approved.


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Case Study 2 - Order for $640 for the Maths project – which does not get approved

(a) Purchase officer needs a copy of the purchase order(controller) (b) Subject Co-orindator can approve under $50 – (User 1) (c) Bursar – needs to approve if over $51 - $1000 – (User 2) (d) Principal, Bursar need to approve if over $1001 to 99999 (User 3) (e) Purchase Officer will get an email to say Approved (f) Originator will get an email to say Approved or Not approved

1. Workflow

2. Project

3. Order


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4. The Controller (Purchase Officer) will received this email of notification of email

5. User 3 (Principal and Bursar) will have to approve or disapprove order example of email is sent


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User 3 - This one was not Approved

Next User 3 – did not Approve

6. The Controller will get an email to say this order was not approved.


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Case Study 3 - Order for $49 for the Science project

Science teacher (Leonard) wants to order $49 of goods Budget for science is $2000 Who can approve the order: Science teachers can approve themselves up to $50.00 ( Head of Science – (Monty T) (from $51 - $100) – User 1 and Controller (Debbie) Principal and Head of Science (if over $100) – User 2 (Adrian)

Step 1: Project code – setup

Step 2: Staff view – under Roles tab put the Project code as per examples:


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Another Science Teacher

Step 3: Budget make sure the Science Dept has a budget


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Step 4: Create Workflows in Spider Setup workflow will have to be setup: To allow teachers to be able to purchase if under $50 e.g.

1. Select Notify – Notification email to Controller 2. Select Decision –

a) Decision by Originator – 0 – 50 – this will notify the Science Teacher b) Decision by User1 – 51 – 100 – this will notify the Head of Science c) Decision by User 2- 101- 9999 – this will notify the Prinicpal & Head of Science

Under Decision

1. Select Notification email to Originator – Next 2. Select conclude workflow – Next 3. Select a name for your Workflow 4. Select the report you want them to view 5. SAVE


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Step 5: Create the Project in Spider A Project will have to be setup e.g.

Step 6: Creating the order The Science Teacher (Leonard) would now create a New Order


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Step 7: Once Order is SAVED An email will be sent to the Controller - to inform them that the order has been created.


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Step 8 The Science Teacher (Leonard) will receive an email Select Click here – this will take you to the order He can then check the Order - then approve or change if incorrect

Once finalised the originator will get an email so they can see the workflows as per e.g. of Workflow for the order:


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If the order had been over $51: e.g.

The Science Teacher is creating the order for $210

When an Order is SAVED - an email will be sent to the Controller:


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As the Order was over $101 – an email would be sent to Principal and the Head of Science to approve or Not Approve – note: if one approves the order will be approved (50% rule applies) e.g. Principal of email


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e.g. Workflow


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Troubleshooting: Can not create a purchase order: You need to have a Role setup against the Staff member Budget Value is showing different value: The budget uses: The Amount you have budgeted for the year (note if you have entered budget figure for different expense costs it will total all these sub-accounts) less expenses already paid less any pruchase orders pending = Total the Budget value todate Deleting Projects: - Purchase orders need to be finalised (which if not using can be finalised in backoffice) and deleted first then work backwards delete Projects then Workflows.

Seeing what orders are attached to the Project:

Go to projects and click on Orders – a list will appear of active orders

Documents

Online Order Entry - Pcschool · © PCSchool 2016 Online Order Entry 20170309 6/35 Step 7 Creating a Workflow for your Orders Log into: Spider > Finance Dashboard > Order Entry >