user guide

PURCHASING MANAGER 3
USER GUIDE
Viewer System Rights
Reference
Version
Date
Version 2
9th March 2009
www.radionics.ie
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TABLE OF CONTENTS
1. INTRODUCTION
1.1
System Users
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2. LOG IN
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2.1
2.2
Login to Radionics Website for New Users
PURCHASING MANAGER login/homepage
3. ORDER HISTORY
3.1 3.2 3.3
3.4
3.5
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Order History Layout
Order History Filters (order level)
Order History Additional Filters (line level)
View Order
Traceability of Approval Process (NEW)
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4. HOW TO
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4.1 2
4
Goods Receive (NEW)
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1. INTRODUCTION
PURCHASING MANAGER is a no cost purchasing
tool created by Radionics.
Its purpose is to give our customers total control
over their online purchasing with Radionics and
to reduce the cost of processing low value orders
through increased efficiency.
The system set up and controls are not managed by Radionics
but are entirely managed by the Administrators within the
customer organisation.
1.1 SYSTEM USERS
Administrator
Where allowed by the Super Administrator, the Administrator controls
the persons on the PM system, which roles they are allowed and by
which rules order placers have to conform to in order to place an order.
Approver
Approves or denies orders that are sent to them because the
administrator rules on ordering have been broken. This person might
be the Departmental Manager or budget holder for example.
• It gives purchasing departments the controls to allow end users
to place their own orders
• Provides total visibility of all online transactions
Viewer
• Dramatically reduces paperwork through
electronic ordering
• Reduces invoice matching by offering invoicing options
(consolidated monthly summary, data export)
• Improves accuracy by automatically correcting errors and
allowing customers to personalise terminology
PURCHASING MANAGER achieves this by providing:
• Controls
User (New)
Has the ability to see the combined order history of whole departments
or the whole organisation (not just his own personal order history). This
person might be the Site PURCHASING MANAGER or Departmental
Manager who does not want to approve orders all the time, but wants
visibility of what is being purchased and by whom. This person can
also goods receive (if used) on behalf of any order placer that is in a
department where the Viewer has viewing rights.
If the customer wants system access for some people who are not
allowed to order, for example Design Engineers, then these people can
be registered into the system so that they can view the website, and see
products but they cannot place orders.
• Approvals & Workflow
• Reports
Order placer (New)
There have always been order placers on the PURCHASING MANAGER
system, but in order to differentiate between order placers and Users (as
described above) a new role for Order placer is available.
All of the above system rights are allocated and controlled by the system
Super Administrators and Administrators within your company.
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2.LOG IN
2.1 LOGIN TO RADIONICS WEBSITE
If you are a new user, you will either be given your
login details to PURCHASING MANAGER by your
company or you will receive an e-mail with your
login details.
In both instances, go to http://www.radionics.ie
and click on ‘Register / Log In’
Enter your username and password
details and Click on ‘Log in’
Assuming your Administrator has
assigned you the Viewer system
rights, the following menu will
appear on the right hand column of
the homepage.
If you have approver rights,
click here to access your
approval inbox
If you are allowed to order,
and your Administrator
wants you to have this view,
your spend limits will be
displayed here
You can search order history
for any order using either
your order number or the
Radionics reference number
for the order
This shows you the last 5
orders placed by any order
placers for whom you have
viewing rights
This link will take you to the
full PURCHASING MANAGER
order history that you have
access to
You may be presented with a page
requesting further details. Complete
all the details as required;
Once your registration is completed,
the PURCHASING MANAGER menu
will appear on your Navigation bar.
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Note:
You are not able to change your username but can change your
password – see Change Password
If you are also an order
placer, your approvers
will be listed here with
contact details
You will find user guides for
your viewer role and any
other roles you have on the
PURCHASING MANAGER
system
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2.2 PURCHASING MANAGER LOGIN/HOMEPAGE
Change password (optional)
If you want to change your password,
login to the Radionics website and
click on ‘My Account’
Login to the Radionics website
and click on the PURCHASING
MANAGER quick link for Order
History;
From the menu click on
‘Change Password’
You are taken to the
PURCHASING MANAGER
order history as shown below;
Click her to go to
your PURCHASING
MANAGER
homepage
Back to
Radionics
website
Enter your current password
then your new password twice
as required and click ‘Continue’.
Your password has now
been changed.
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Note:
You can change your password whenever you wish to.
You will not be prompted to do so.
Note:
For your security there are separate logins to the Radionics website and
PURCHASING MANAGER, however once you are logged into both
you can move freely between them (within the timeout period).
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Once you have clicked on the
Radionics logo, you will be taken to
your PURCHASING MANAGER
homepage as shown below;
View of last 5
orders placed
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Search for
any order in
order history
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3. ORDER HISTORY
3.1 ORDER HISTORY LAYOUT
3.2 ORDER HISTORY FILTERS (ORDER LEVEL)
You can filter the order
history either at order
level or product (line)
level (new)
Search Filters enable you
to search the order history
based upon the criteria
you select
You can search the order
history using four search
options (Order No, Order
name, Radionics Ref No
or Stock number)
You can filter by order
status e.g approved
You can filter by payment
type e.g a single credit
card number (new)
You can filter by
blanket order no
(if used)
You can filter
by department
The data returned is as follows
(in date order most recent first);
Search results showing
order information relating to
the departments you have
viewing rights for
(13 months history)
At the foot of the search page, the
totals for all orders that match your
search requirements are shown
as below;
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You can filter by
any date to any
date (new) using
date pickers
You can filter by
order placer
If your Administrator has switched
goods receiving option on, you can
access it from here (see section on
goods receiving)
To view the order
click here
If copy invoices are available
in your country, then you can
access these from here (new)
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3.3 ORDER HISTORY ADDITIONAL
FILTERS (LINE LEVEL)
3.4 VIEW ORDER
When viewing an individual
order in PURCHASING MANAGER
order history, the order is in three
distinct sections.
You can filter
by cost centre
(if used)
You can filter
by GL code
(if used) (new)
• Approval History – details the
approval process (original reasons
why the order required approval,
who approved the order and any
comments made by the order
placer or the approver(s)
•Amendment History – details any
amendments made to the order by
the approver(s)
The line level data returned is
as follows (in date order most
recent first);
•Order Details – captures all order
information including product,
payment, coding and delivery
address details
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3.5 TRACEABILITY OF APPROVAL
PROCESS (NEW)
All details selected by the Order
placer (cost centre, GL codes,
comments, Blanket order numbers
etc) along with any changes made
by the approver(s) and approver
comments are captured and are
available to view in the Order placers
Personal Order History.
All placed, approved, denied orders
can be viewed in the Organisational
Order History (for system users with
Viewing rights). These Viewing rights
can be limited to certain departments
if required.
Time and date
of event
User who actioned
Each order contains the following
section which records the
approval process;
Reasons why the
order was sent to this
person and what they
did with the order
e.g Approved it
Any comments
by order placer or
approvers
Each order also contains the
following section which records any
amendments made during the
approval process;
Time and date
of event
What was
amended
Pre and
post values
Who made
the change
In this way, the order contains an
audit trail of its approval process and
amendments, retained in the order
history for 13 months.
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4.HOW TO
4.1 GOODS RECEIVE (NEW)
The goods receiving screen for this
order is displayed.
The Administrator now has an option to switch on goods
receiving. In some organisations this is done by the Order Placer
and in others by a goods inwards team (e.g Stores).
In order to meet this requirement, the PURCHASING MANAGER
system allows the Order placer or Viewer to goods receive.
There are a number of ways to
access this functionality (assuming
your Administrator has switched on
the functionality)
If you want
to mark the
entire ordered
quantity as
received
click here
Click Here
When you have completed goods
receiving, click ‘Confirm’.
• When viewing the order
history click in the goods
receiving column;
If you want to mark
part of the ordered
quantity type the
received quantity
as received in here
If the product you have
received is a different part
number to the order and you
intend to keep the goods and
record this fact, type stock
number here
Note:
You are able to return to this screen at any time and change the goods
received status.
The record for this order is now
updated and will appear show in
order history as either;
• From the Radionics website
homepage, when you receive
delivery, type in your order
number or Radionics reference
number and click ‘Search’
• Fully received
Search Here...
• Part received
Indicator
• Not received
•From the Radionics website
homepage, when you receive
delivery, click on the correct order
number in your ‘Last 5 orders’ list
...or Click Here
Click Here
Then at the top of the order, click on
‘Goods Receipting’ as shown below;
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APPROVALS
ORIGINATOR
CLIFF RATCLIFF
TITLE
E-COMMERCE SALES OFFER
DEVELOPMENT MANAGER
SIGNATURE
AMENDMENT HISTORY
VERSION
AUTHOR
DATE
DESCRIPTION
1
CLIFF RATCLIFF
FIRST VERSION AUTHORED
2
CLIFF RATCLIFF
SECOND VERSION AUTHORED
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APPROVALS
4
APPROVED BY
TITLE
DATE
SIGNATURE
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