# Process

Purchase Processes and Status Changes REQUISITION

(1) OoB RQ can’t be edited (2) RQ can be edited (3) Status, User and date from last change will be shown (4) If a document is „set on hold“detailed information will be shown in red. Open RQs move to folder „approve“ after approving. If a RfQ or PO is created from RQ, the RQ will be moved to folder „closed“. All complete rejected RQ move to folder „rejected“.

REQUEST FOR QUOTATION If all Quotations are imported the symbol of the RfQ will be changed from „book“ to „sheet“.

There are 3 symbols for Quotation: • 1 Quotation is imported or edited. • 2 Quotation is missing • 3 Quotation is selected. This supplier is chosen for supply.

When one or more supplier are selected, the RfQ will automatically move from „open“ to „Supplier assigned“.

(1) All Quotations with symbol“sheet“, Supplier isn‘t selected. (2) If more than one supplier is selected in RfQ the Supplier will be shown under the Spare Part All Quotations from exclusive suppliers have the symbol for selected. After hit button“ Create Purchase Order“ the RfQ will move to folder „closed“. PURCHASE ORDER

(1) Status sent (2) Status received (3) Status will be shown and who was the last user of changes. (4) If a „follow up“ will be insert, it will be shown in green letter. This follow up will be shown in User Activities.

(1) All information for warehousing are n a separate remark field. (2) Receiving status is visible in icon and if you need detailed information before each spare part.

Status will change to „closed“ when PO is completely received. The PO will move to closed folder only when Button „Check Closing Status“ to find in „Actions“ is used. Status for invoicing is only to see in icon.

SEND QUEUE

When Icon from „Send Queue“ changed to color red, documents are in the queue. IMPORTANT: All documents (RQ, RfQ or PO) which are sent to queue, are not send to supplier but moved to next folder.

With „send complete queue“ one user can send all documents from queue include all documents from other user.

When documents are in the queue and the system will be finished, a question will remember you that there are documents available which are not sent to supplier. INVOICING Invoicing can be done in „sent“ area and also in „closed“ area.

In button „Invoicing“ all functionalities will be located. „Show Invoice Overview“ - all invoices will be shown. „Assign invoices“ – There are three possible invoice types. • Add complete invoice – The invoice of the whole PO is arrived. • Add partial invoice – A part of the PO has to be paid. • Add Credit note. A credit note for the PO is well be received.

(1) In this area will be shown, what art of invoice it is. (2) The information of PO will be shown (3) With „update Prices“ the amount will be taken over to “Total”. A remark can be given for the invoice and a document can be attached. The pagination number is an unique number for all invoices in the system and can’t be changed.

(1) When an invoice is complete no check will be selected. (2) When a partial invoice will be selected the checkbox for partial invoice is chosen. (3) When a credit note will be selected the checkbox for credit note is chosen For TB Marine the checkbox „not relevant for bugdet“ is not in use.