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Autocam Requisition System: User Guide
Autocam Requisition System: User Guide
User Guide
Version 1.0
DRAFT
8/5/2009
Table of Contents
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This system when used correctly will allow better management of your purchase orders and
requisitions.
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The primary process is pretty straight forward. The user submits the requisition and the
system determines based upon their spending level whether an approval is required. If it is
not a purchase order is created. If either one or more approvals are required, then an
approval sub-process is activated. If the sub-process returns approved, then a purchase
order is generated. If it is rejected then the user receives a notification indicating it has been
rejected a long with any comments from his/her approver. If the purchase order is created, a
PDF version of the purchase order is sent to the requestor.
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The approval sub-process handles all of the PO approval tasks and simply return either
approved or rejected. The sub-approval process is limited to two(2) levels. We are
considering a 3rd level in future versions.
Accessing and using the system
You can access the system from the purchase order link Intracam Purchase Order System
on the main Corporate/Purchasing page.
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Tips:
This system supports both the medical and automotive divisions. You can change
divisions by clicking on the Domain link at the top.
Some of the report columns are sortable. Simply click on the column heading.
The edit icon is typically located to the left. The print icon is typically located to the
right.
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Tips:
Button definitions:
Ok means Save and return to previous screen
Cancel means Do not save anything and return to previous screen
Delete means Delete the current record and return to previous screen
Apply means Save and continue with the current screen
Submit for Approval Means you are finished and you want to submit to your supervisor
for approval if necessary
Adding attachments uses the browse button
Drop down and date lookup are standard
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4.
5.
6.
7.
Vendor#
Vendor Name
Due Date
Ship to
Current Revision
Assigned PO Number
No. of Lines
Pre-Tax Total
The edit icon is located on left side of each row. This icon when clicked will display the
requisition in an editable format, see the next section. The print icon on the right side when
clicked will display the requisition in a new window in a printable format.
The screen also includes a search box for find requisitions. The system will search through
requisitions on various fields looking for the entered text.
Tips:
The following statuses are active as of the time of this writing:
Open
Submitted
Approved
Posted
Rejected
The requisition is still being developed and has not been submitted
for approval
The requisition has been submitted for approval. If approval is
necessary it may stay in that state until your supervisor approves the
requisition
Your requisition has been approved and is waiting to be created in
MFGPRO. The purchase order may go directly to approved if the
requisition is within your spending limit
The purchase order has been created in MFGPRO and you should
receive a copy in your email. You can also click on the purchase order
number to view/print the purchase order
The requisition has been rejected by your supervisor and you may
change the requisition and resubmit
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You may either browse the suppliers using the toggle arrows on the bottom right or use the
search box at the top left to narrow your search. As you notice in the example above the
contents of the search box will be highlighted in red.
Select your supplier by clicking the link under the vender# field.
TIPS
Typically stay away from using more than one word for searching otherwise the word
spacing must be exact.
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Working from left to right and down, complete the fields as follows (All fields marked with an
asterisk will be required before submission.):
Ship-to
Site
This is a reference field and can indicate the job you are working on.
Job#
This is the due date that will be used as the default on all line items.
Due Date
Project
If this should be charged to a specific project select the look-up icon and
select the project from the list. Only projects you are authorized to
change will be displayed.
Select the supplier currency.
Currency
Enter the freight company that should ship the product.
Ship via
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Enter the person who should receive the items when they are received.
Ultimate
user
Enter the supplier contact who you talk to about the order.
Contact
Comments
Select either OK or apply to create the requisition. See chapter 1 for a description of the
buttons,.
Adding attachments
Adding attachments like quotes, drawings, ROI calculations is easy and straightforward.
This is done from the requisition header page. These attachments are added to the email
notifications for approvals. Simply use the browse button to select your file and add a
description. A description is required.
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To add items to you requisition, click on the add button. The following screen will then be
displayed:
Working from left to right and down, complete the fields as follows (All fields marked with an
asterisk will be required before submission.):
Site
Enter the Autocam location that should be charged for the items.
Enter the date the order must be delivered to you.
Due Date
Item Number
Item description
Enter the item number. If this is an Autocam item the type will
change to an inventory item.
For inventory items the description will change to the MFGPRO
description, other wise you must enter a description
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Line Type
Taxable
Cost center
Account
Project
Vendor Part#
Description
Work Order
This is the item number revision.
Revision
Op#
Quantity Required
This is the cost of the item.
Unit Cost
Comments
The are option but are normally useful for communicating special
instructions to the vendor.
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Below is a notification you will receive once a requisition has been approved by either your
supervisor or your supervisors manager. If a requisition amount is above your supervisors
authority then it will go to his/her manager for a second level approval.
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Below is a notification you will receive once a requisition is converted to a purchase order.
As you can see a copy of the purchase order will be attached to the notification. No action
is necessary.
Re-opening/submitting requisitions
Once you have submitted your requisition for approval you can re-open your requisition
until the requisition has been converted to a purchase order. Once the requisition has been
converted to a purchase order and approved you can no longer modify the purchase order.
If the purchase order has not been received then you can cancel the order and process your
requisition by re-submitting its entirety.
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To respond via email simply click on either approve or reject action links. In your email
program the following preformatted message will be displayed.
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The format of this message is critical for the message to process accurately. The following
rules apply:
1. Do not change the To address field. If you would like to maintain a copy of the
approval you may address to yourself using the cc or bcc fields.
2. All comments you would like to add must appear between the 2 single quotes and
show below.
3. Do not change or remove the line that begins with NID[ or Action:. These lines
identifies the notification and instructs the system on the action to take.
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View
Attachments
View Req
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Creating/Maintaining Users
Adding/Maintaining User Rights
Creating/Maintaining Groups
Creating/Maintaining Group Rights
Maintaining Global Settings
Browsing other buyers requisitions
Creating/Maintaining Users
All users that will either create requisitions or approve them will need to be created in the
system. Creating a user is quite simple. Simply click on the user tab at the top of the screen.
From the screen below simply click on the create button in the upper right hand corner.
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Complete as follows:
1.
2.
3.
4.
You may also copy a user by clicking on the Copy User button. You will be presented with
the following:
The copy user action will copy the user to a new username with all its permissions.
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You have the option of simply typing into the fields with the entries separated by commas or
using the popup icon.
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By clicking on the popup icon you will be presented with a list of possible values similar to
the following:
As you can see the entries already selected will automatically be selected. You can simply
add items or remove them by selecting or deselecting them then pressing the save button.
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Creating/Maintaining Groups
Creating or maintaining groups is exactly the same as users except without defaults and
approvals. From the groups tab simply click on the create button and enter a code and
description.
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1. Financial user
2. CEO User
3. First Approver time-out
4.
5.
6.
7.
8.
9.
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