USER MANUAL Munsoft 7.0.10 v1 EXPENDITURE: PROCUREMENT MODULE 1
CONTENTS Quicklinks... 3 Introduction... 4 Parameters... 6 Quote ranges... 6 Operator authorisation levels... 7 Requisitions... 8 Creating a requisition... 8 Resuming a requisition... 10 Amending a requisition... 10 Authorising/declining a requisition... 11 Purchase orders... 13 Creating a purchase order... 13 Deleting a purchase order... 14 Invoice issued by supplier (GRV)... 15 Good returned note (GRN)... 16 Close purchase order... 18 Procurement enquiries... 19 Month/year-end procedures... 22 Month-end procedures... 22 Year-end procedures... 22 2
QUICKLINKS Parameters SUPERVISOR > PARAMETERS > SUPPLY CHAIN > SCM QUOTE RANGES SUPERVISOR > ICT SYSTEM ADMIN > PARAMETERS > AUTHORISATION LEVELS Procurement PROCUREMENT > REQUISITION ADD PROCUREMENT > REQUISITION AUTH PROCUREMENT > P/ORDER CREATE PROCUREMENT > CREDITOR - INVOICE Enquiries PROCUREMENT > PROCUREMENT ENQUIRIES Year-end procedures SUPERVISOR > REGULAR PROCEDURES > MONTH END > GENERAL LEDGER > ORDERS YE PREPARATION 3
INTRODUCTION This module covers the entire procurement process: starting from the creation of a requisition for the goods or services, to the creation of a Purchase Order on the supplier, and finally capturing the Goods Received Voucher from the Supplier s Invoice. What is the difference between procurement and supply chain? Supply Chain in the Munsoft system is the process of requesting quotations from your supplier database that have been rotated based on the last quoted date. The request is then awarded to a supplier based on the highest points scored for their price. The amounts reflected on the request is still only an estimate and is only finalised in the procurement stage. If the supply chain stage was skipped, you may then specify your own creditor in the procurement module in order to create a requisition and purchase order (PO). The amounts reflected in this stage are more realistic and may still be changed before the PO is created. The supply chain process usually precedes the procurement process, depending on your municipality s business processes. It is mandatory for the municipality to use Munsoft s Integrated Supply Chain process in order to be compliant. The procurement process follows the following business processes: 1) If a requisition has not been generated following the SCM system, a manual requisition can be created. 2) The requisition must then be either authorised or declined by the HOD. 3) All Authorised Requisitions will electronically be forwarded to the Finance Department who can create a purchase order on the supplier. 4) The goods or service is then delivered. If the goods are damaged can the goods be returned, and a Goods returned note can be captured and matched to the Suppliers Invoice. 5) The Suppliers Invoice will now appear on the Suppliers account. 6) Finally, payment can be authorised and the suppliers can be paid. 4
Procurement Supply chain Process {Optional} REQUISITION CREATED/RESUMED Authorised Declined PURCHASE ORDER CREATED PURCHASE ORDER DELETE Service completed/goods received OK Not OK Vendor issues invoice Good Returned Note (GRN) Goods Received Voucher (GRV) Authorise payment & Pay supplier 5
PARAMETERS QUOTE RANGES Depending on the monetary ranges set up for your site, will depend on how many suppliers are selected to quote. SUPERVISOR > PARAMETERS > SUPPLY CHAIN > SCM QUOTE RANGES 6
OPERATOR AUTHORISATION LEVELS The Operator Authorisation Levels must be set up before an operator can authorise anything. And you may even specify up to what amount an operator is allowed to authorise. SUPERVISOR > ICT SYSTEM ADMIN > PARAMETERS > AUTHORISATION LEVELS 7
REQUISITIONS CREATING A REQUISITION It is advisable to rather use the supply chain module which will automatically generate the requisition once the quote has been awarded. But there are circumstances where a Municipality does not follow the Supply Chain Procedure. PROCUREMENT > REQUISITION ADD Creditor: mandatory. Select the supplier/creditor you are buying the goods/services from. Requisition data: Enter the date of the requisition. Function: Mandatory. Old department. Type in the function name or search for it by clicking on the drop down. Date needed: Specify the date the goods requested needs to be supplied. This is used as a deadline when handing in quotations. Number of quotes required and number of quotes received should be the same. Based on the price of the request, will determine how many quotes are needed. If this purchase is deviating from the supply chain policy, select the most appropriate reason from the deviation code. Store address is the delivery address. Part no.: Mandatory. Specify whether this is a stock or non-stock item/s. Segment description: If a stock item is being bought, the segment automatically defaults to Default transactions: Consumables: Standard rated. If a non-stock item is being bought, then search for the mscoa segment where the requisition will be transacted against. Qty: Mandatory. Enter the amount of goods being bought. Price Excl: Enter the price (excl VAT) per unit for the goods being bought. If the goods/service being bought are classified as stock items, then the estimated price is automatically populated to the price last paid for this item. Vat code: Select the vat code. Indicate whether these items are fixed assets or not. If they are classified as a fixed asset, then the system will update the Fixed Asset Register automatically when the GRV is done. Instruction: Enter any instructions the supplier would need to know. Click the hold sub menu key should you wish to continue capturing this requisition at a later stage. Click the process sub menu key to save this requisition. 8
Searching for the function segment. Searching for the segment description. 9
RESUMING A REQUISITION If a requisition was placed on hold, can it be resumed before authorisation. PROCUREMENT > REQUISITION - RESUME AMENDING A REQUISITION A requisition can also be amended before it is authorised. Also, if a requisition was created automatically via the supply chain module, can it be amended before authorisation. PROCUREMENT > REQUISITION AMEND 10
AUTHORISING/DECLINING A REQUISITION The system will only list requisitions with values up to an operator s limit. The operator that created the requisition can t authorise his/her own work. PROCUREMENT > REQUISITION AUTH Tick the updated tick box next to those requisitions you want to authorise. When the requisition is authorized, the budget is affected. The requisition is now pending and money reserved for this purchase. 11
You are also able to decline a requisition even if it has been authorised. PROCUREMENT > REQUISITION DECLINE You will be prompted to enter a note as to why this requisition is being declined. 12
PURCHASE ORDERS CREATING A PURCHASE ORDER After a requisition has been authorised, can a purchase order be created. PROCUREMENT > P/ORDER CREATE Tick the updated tick box next to those requisitions you wish to create purchase orders for. Please remember to make sure the PO printer is switched on, that the network cable is plugged into the print server and that the PO paper is in the printer. If you are making use of the pdf PO, then make sure that blank paper is in the printer. 13
DELETING A PURCHASE ORDER A purchase order may also be deleted. PROCUREMENT > P/ORDER DELETE A reason would need to be entered as to why a purchase order is being deleted. 14
INVOICE ISSUED BY SUPPLIER (GRV) Once the service has been completed or goods supplied, will the supplier send an invoice, that now needs to be captured into the system. A good received voucher (GRV) is then created. PROCUREMENT > CREDITOR INVOICE Creditor s invoice number and Creditor Invoice Date: Mandatory. Inclusive Invoice Total: Amount (inclusive of VAT) for the goods as shown on the invoice. If only partial delivery was made, enter the amount for those goods delivered. Quantity to invoice: If all the goods were delivered enter the total quantity as per the invoice. Else enter the quantity of delivered/unbroken goods. Difference must be blank/zero. 15
GOOD RETURNED NOTE (GRN) If the goods that were delivered were faulty or damaged, can you choose to send the goods back to the supplier with a goods returned note (GRN). PROCUREMENT > GOODS RETURNED Credit note number: Mandatory. Inclusive Invoice Total: Mandatory. Amount (inclusive of VAT) for the goods being returned. Quantity Returned: The number of goods being returned. Difference must be blank/zero. CREDITORS > ENQUIRIES & REPORTS > CREDITOR S ENQUIRY 16
When the outstanding goods are finally delivered, you would then do a normal GRV for the outstanding goods on the same PO number. 17
CLOSE PURCHASE ORDER If, for example you received 1 of the 2 products ordered, or the budget is held up, or the stock was never received, then entire procurement process can be stopped, and the process will have to be started from the beginning. It is important to note, that when doing year-end, there must be no outstanding PO s. PROCUREMENT > P/ORDER CLOSE 18
PROCUREMENT ENQUIRIES There are various enquiries that can be run on requisitions and purchase orders made. PROCUREMENT > PROCUREMENT ENQUIRIES Filter by function, by the operator that captured the documents, by the operator that authorised these document, by creditor or by product code. Specify type of documents querying. Can further refine requisitions: 19
Can further refine purchase orders: Can further refine goods received vouchers (GRV s): 20
Where the Order Number is N/A means that the Purchase Order has not yet been created. Where the Delete number is N/A means that the Purchase Order was not deleted. Where the GRV Number is N/A means that the GRV has not yet been created. Where the Invoice Number is N/A it means that the Payment has not yet been done. And where the Pay document is N/A means that no payment or GRN has been done. 21
MONTH/YEAR-END PROCEDURES MONTH-END PROCEDURES When the GL month-end is run, and you get an invalid error message saying The purchase order accrual journal must still be run, then run the accruals program: Supervisor > Regular Procedures > Month End > General Ledger > Accrual Reversal YEAR-END PROCEDURES The orders year end preparation must be run before the general ledger (GL) year end is run. Supervisor > Regular Procedures > Month End > General Ledger > Orders YE Preparation All the outstanding orders will be displayed on the screen and there is 1 of 3 options that must be chosen for each order (delete, accrual or no change). If the delete column is ticked, the order will be deleted If the accrual column is ticked a journal is created for that order to accrue it to the accrual vote. If the no change column is selected, the order will remain as is and in the new year when the order is invoiced the financial transactions will go to the previous year and the new balances will be brought forward. Therefore it also comes out of the previous year s budget. Checks are in place to make sure an option is selected for every outstanding order. The journal will also have to be updated if some orders were accrued. This means that the budget of the previous year will be allocated to the transaction once the order has been matched with the invoice, due to the fact that the invoices will be posted against the accrual which is a liability with the balance carried over from the previous year due to the journal that has been processed. The user will only be allowed to receive these prior year orders until a date set in the system control screen, most of the dates are set as 31 August. Purchase orders need to be either authorised, processed or deleted/cancelled. 22