4 User Manual

Material, Service, Contract Requisition, Finance Web Application
Version 1.3, User Manual, May-2016

Contents
Glossary ............................................................................................................................................................................. 3
How to add a Material Purchase Requisition?.................................................................................................................. 4
How to add Single Source Justification ............................................................................................................................. 7
How to Approve a Purchase Requisition?......................................................................................................................... 9
Creating an RFQ (Request for Quotation) ....................................................................................................................... 11
Creating a Bid Evaluation Form....................................................................................................................................... 17
How to make an Order? .................................................................................................................................................. 19
How to add an Order Line Inspection and expediting information? .............................................................................. 21
How to view Order Line and Update it? ......................................................................................................................... 23
How to add a transportation Status to a requested Order? ........................................................................................... 25
How to add an MDT (Material Delivery Ticket)? ............................................................................................................ 27
How to View/Export the MDT Lines? .............................................................................................................................. 29
What is a Tracker?........................................................................................................................................................... 31
How to add a new Stock?................................................................................................................................................ 32
How to add a Material Note? ......................................................................................................................................... 36
How to add a Work Request? ......................................................................................................................................... 38
How to add an AFE (Authority for Expenditure)? ........................................................................................................... 41
How to add an Invoice Log? ............................................................................................................................................ 43
How to Approve an Invoice Item? .................................................................................................................................. 46
How to add a Service Purchase Requisition? .................................................................................................................. 47

Glossary
PR (Purchase Requisition) and each PR can be Material PR or Service PR or employment

contract PR.
PR
M PR S PR Contract PR
Term Definition
PR Purchase Requisition
RFQ Request for Quotation from vendors
MDT Material Delivery Ticket
PO Purchase Order
DPO Domestic Purchase Order
SO Service Order
RO Rental Order
SCM Supply chain management Department
MEL Master Equipment List
Edit Used in option menu for updating a record
Master/Detail Table Used to view two connected tables and be able to print
and export to pdf.

How to add a Material Purchase Requisition?
In order to add a Material Purchase Requisition, you have to click the PR List from the main
page toolbar:
The Purchase Requisition List
Figure (1) “The PR List”
The Materials that can be requested using the

Material Purchase Requisition Form are items
that already exist in the stock list. If the
material is not in the stock it should be added
by stock controllers.
Figure (2) “The PR drop down List”
By clicking on “Add Material Purchase Requisition”, it will redirect you to the Form that you
need to fill out in order to Request a Material. The form contains two tables, Material
Requisition Form and Material Requisition Line. To fill the Material Requisition Form, you
need to provide the following information: (see Figure (3))

Figure (3) “Material Requisition Form”
 Department
Select your own department from the
drop down list.
 PR Type
This comes automatically as a result of the
link you clicked.
 PR Title
Write the title of the Purchase Requisition.
 Purpose of PR
Write the purpose for which you are
requesting.
 End User
This is an extra option if the PR requester
is different from the end user.
 Asset Number
Write the Asset Tag Number from the MEL
if applicable.
 Work Order Number
Write the number of work order that has
been approved on while requesting a
work if applicable.
 Single Source
You can select single source if applicable.
 Delivery Date
Specify the date when the material should be delivered.
 General notes
Write any general notes regarding the request of material.
 Attachment
Upload the documents needed for proceeding the requisition.
 Quality Check
If the material you request needs any quality check.
 Currency
Select the type of currency in which the payment will be done.
 Estimated Cost
Write an estimation for the overall cost of the material requisition.
 Status of PR
This status can be only changed by requester and is self-explanatory.
The second table which is Material Requisition Line, it is where the requester identifies the
items requested by providing the following information:

Figure (4) “Material Requisition Line [1]”
 Stock Code
Select the code for the item you want to request from the Stock List, you can open it in the menu
right click on it and open in new tab so that you will not lose your progress. The requested item
should be existed in the Stock, otherwise it cannot be chosen until the Stock Controller adds it to
the List.
 Quantity
Write the quantity of items you want to request.
 UOM
(Unit Of Measurement), the unit for measuring the materials.
 Item Description
A brief description regarding the requested item.
 Unit Price
The old price of a single item purchased before.
 Quality Assurance (Q.A.)
Select the quality assurance you want from the list in the form.
 Total Price
The total price of the overall quantity of the selected material.
 AFE
Choose the correct AFE for this request.
 Budget Code
Choose the correct budget code and is self-explanatory.
 Remarks
Write remarks only if needed and should be very short.
Once you click the ADD button on the bottom of the page, an email will be sent to the
person who is responsible for approving the request if single source is not set to yes.

How to add Single Source Justification
You need to add this form if you choose single source as yes in the PR form. The PR will not
be processed until this form has been submitted. The following steps will show you how to
fill the from.
Usually you will get an email with the link to add single source or in the PR List, click on
Single Source of the PR you created, in the options menu as shown in figure (4) [2].
Figure (4) “Material Purchase Requisition List [2] Form”
Once clicked, the next page contains the most basic information regarding the request you
created, then you need to click on the plus sign and you will be redirected to the Form.
Figure (4) “Plus Sign [3]”

Below is the Single source Justification Form, which needs to be filled by the requester:
Figure (4) “Sole or Single Source [4]”

 PR #
Shows the current PR related.
 Reasons for using single or sole source
Select the reasons behind using this form.
 Purposed Supplier or Contractor
Write the single or sole supplier you wish to contact with, also mention the contact details.
 Supporting Narrative
Write and show why to use this source.
 Remarks
Write down any remarks you think you missed to mention.
 Attachment
You can upload any documents here related.
Once you finished the form you can save it by clicking on the Add button, then an email will
be sent for processing.

How to Approve a Purchase Requisition?
To approve a Requisition, you have to add a Purchase Requisition first and then an email
will be sent to the ones responsible for approving the request, the email contains a link to
redirect you to the Approval page.
Another way for approving a Material Requisition is to click the Options Button next to the
item in the PR Table at the Purchase Requisition page, as you can see from Figure (5).
Figure (5) “Purchase Requisition Page”
Then choose Approval from the List, which will take you
to the Approval Page.
Figure (6) “PR Item’s Option List”

The Approval page contains
the most basic information
regarding the request you
created.
In order to approve a PR,
according to the DOA each
of below are required
respectively to login and
approve it.
 SCM (Supply Chain
Management)
Department
 Line Manager
 Cost Engineer Edit Button
 Country Manager
 VP Operations
 Deputy CFO
Figure (7) “MPR Approval Page”
By clicking on the Edit Button, if you are one of the managers have been mentioned above,
you will be redirected to where you decide what to do with this Approval.
You either Approve (Yes), Deny (No) or

keep the requisition’s Approval on Hold.
And you can leave a comment or a
reason if you wish.
After all the approval have been

updated to Yes, the Status of the
Material Requisition will change from In Progress to
Approved. Figure (8) “MPR Approval Form”

Creating an RFQ (Request for Quotation)
An RFQ (Request for Quotation), is the process of inviting venders (Suppliers) into a bidding
process to bid on who can provide the product or service the company requests.
To create an RFQ, you have to click the Options Button Next to the item in the PR Table at
the Purchase Requisition Page. Then, choose RFQ from the list, which will take you to the
RFQ Page.
Then
Figure (9) “Creation of RFQ”
After that, in the RFQ Page, there is a table contains all

the information provided regarding the PR Item you
selected.
To add an RFQ, click on the PLUS sign at the left lower

corner of the page. This will forward you to the RFQ
Information Form.
Figure (10) “RFQ Page”

In the RFQ Form, as it is shown from Figure (11), there are two tabs, one for Vendor info the
other for terms which apply:
Figure (11) “RFQ Form”

In the vendor info Page:
 PR#
This will come automatically with the PR you selected.
 Vendor
Choose the vendor from the list of approved vendors.
 Currency
Choose the currency.
 Minimum Quantity
Some vendors have a minimum quantity for selling their product if this vendor you choose has it
put yes here otherwise no.
 Split RFQ
If you are going to split the RFQ lines later, you need to put this to Yes or you can update this later
after creating Bid evaluation.
 Commercial Ranking
This is for setting the commercial rank among other RFQ, can be updated later.
 Remarks
Any remarks about the quotation and the vendor.
In the terms page:

After answering some questions regarding the Venders and whether they accept the terms
and conditions of the Company, Click the Add button to submit the Form.

Now that the RFQ is created, you need to update all the materials which you got from the
vendors quotation by clicking on options then RFQ items then Master/Detail Edit as shown
below:
Figure (11) “RFQ Form[1]”
Then you will see a page like below and edit each item line by adding quoted price:
Figure (11) “RFQ Form [2]”

Figure (11) “RFQ Form[3]”
In the edit page, you will have to update the brand, UOM, price, Minimum Quantity if there
is any deviations, Delivery period, Quality Assurance, Remarks If there is any, and finally the
most important which is selected. Please see above figure 11 [3].
The selected should be always set to yes unless, the RFQ is split, and in this case this can be
updated later. This will affect creating the orders, when adding an order, only the selected
RFQ lines will be copied into the Order table.

If you want to add another line item to the RFQ you need to do so by opening RFQ Lines
and click on the plus sign as shown below:
In order to approve the RFQ you have chosen this usually will be done after the bid
evaluation, click the option button next to the RFQ Item and then choose Edit. Then you can
either approve or not approve the RFQ item and change its Status.

Then
Figure (12) “Approving RFQ”

Creating a Bid Evaluation Form
To create a Bid Evaluation, you need to create a bid first. This can be done by clicking on the
Add Bid from the main toolbar, as shown from the Figure below:
Figure (13) “Adding a Bid”
This Link button will redirect you to a page where you can start adding a new bid form. In
order to fill that form, you need to provide the following information:
 PR
Select the PR number of
the request you wish to
create a Bid for.
 Bid Title
Write the title of the Bid
you are creating.
 Bid Date
Select the date of creating
the Bid.
 Bid Status
Decide whether the Status
of the Bid is Closed or still
In Progress.
 Comments
Write any further Figure (14) “Bid Form [1]”
comments or notes
regarding the Bid you are
creating.
 Awarded RFQ
Select the RFQ you want to award this bid for.
 Awarded Value
Amount of money needs to be paid, come from the RFQ total amount.
 Award Value Currency
Choose the currency by which the Value needs to be paid.

 Contact Person
Write down the name of the person who is in charge of the RFQ and the one you should
communicate with.
 Email Person
Write the email of the person you have to communicate with from the vender’s side.
 Basis of Award
Tick the basis by which you chose the awarded RFQ, either based on the (Lowest Price, Technical
Preference, Invoice, Delivery Urgency, etc.
Figure (14) “Bid Form [2]”
In
case the RFQ set to be Split RFQ, you have the option to select the second Awarded RFQ. Like below:
Figure (14) “Bid Form [3]”
Note that when you set to choose Split RFQ, the Awarded value (RFQ Total Price for selected Items) needs to be
calculated manually. Now to see the bid evaluation form click on options of the bid and choose view.

How to make an Order?
To submit an Order for any type of Purchase (Either Material or Service), you need to move
the Cursor of the mouse pointer to the Order List tab in the main toolbar, and then click
Add Order. See the figure below:
Figure (15) “Adding an Order”
After that in the Order Form Page, you need to

provide some basic information regarding the Order
you want to add. Figure (16) gives an illustration of
what is required in order to proceed:
 PR#
Select the Purchase Requisition Number of the
requested item you wish to create an Order for.
 Order Type
If the type of the PR is Material Requisition, then you
can either choose PO or DPO. While if the type of PR is
Service Requisition, then you need to choose SO or RO.
 Vendor Name/ID
Select the awarded Vendor has been chosen to earlier
by bid evaluation.
 Order Date
Select the date of the order.
 Description
A short description of the order you are submitting.
 Delivery Terms Location
You already set the delivery terms in RFQ, now you can
write the location.
 Collection Date
Select the date of collecting the item from the vender. Figure (16) “Order Form”
 Supplier Reference
If there is any reference to a document or invoice you can write here.
 Attachment
Upload any related documents.
 Notes & Contact
Write any notes or contact person if not available in vendor info.
 Status
This is the Order Status and is self-explanatory; however, first step would be send to approval in
which an email will be sent to approve then once approved it will go to next step automatically and
inform the next person by email.
By clicking the Add Button the Form will be

submitted and waiting to be Approved on.
In order to approve an order that has already
been submitted, you have to click on the
Options tab next to the selected order in the
Order List table, and then choose Approval.
Then
Figure (17) “Approving an Order”
Afterwards, the order can be updated with the following information:

 OA (Order Acknowledgment)
This row is edited and acknowledged by Senior Expeditor.
 OA Documents
Upload the Order Acknowledgment Document of
the Order.
 Bank
Upload any documents regarding the Bank
Account used to deposit the amount of money
required.
 Approved
Will show if approved or not.
Figure (18) “Order Approval Form”

How to add an Order Line Inspection and expediting information?
An Order Line Inspection form is used to decide whether a Third Party inspection is required
to inspect the new item being ordered.
To create a new Order Inspection Record, you have to have an Order first. Then access
Order Line Page of the selected Order where you can see its order lines. After that, from
the Options List, select Order Line Inspection, as shown in Figure (23).
In the Order Line Inspection Page, click the Plus Sign

Button to add a new Inspection Form.
Figure (23) “Creating Order Line Inspection Form”

The information required to fill out the form are as follows:
Figure (24) “Order Line Inspection Form”
 Released Inspection Required

Tick either Yes or No to specify whether the
inspection requires a third party review.
 Third Party Quotation
Attach the quotation document of the Third Party
in the Inspection Process.
 MTC
Attach the MTC (Material Test Certificate) to the
form.
 Inspector
Write the name of the inspector.
 Inspection Report
Attach the inspection report of the inspector.
 Result (Accept/Reject)
Choose either to Accept, Reject or N/A the Order Line Inspection.
 Remarks
Write remarks and notes regarding the Inspection.
Then by clicking on add, the form will be added to the Order Line Inspection Page where it
can be viewed, edited and exported.

How to view Order Line and Update it?
As it is illustrated in Figure (27), to view the Order Lines of an Order, you have to click the
Options Button next to the selected Order, then choose Order Line.
Figure
(27)
“Order
Line
Page”
In the Order Line Page, you will be able to see a list of all the Order Lines of the chosen PO.
To edit and update an Order Line of the Order, click on the Options and click on edit.

While you are updating the Order Line, you
Will write some information which are
important to proceed the process, see
figure (28):
 Quantity
Specifies the quantity of this item being
ordered cannot be changed.
 Delivered
Write the quantity arrived and delivered.
 Remarks
Write any further remarks regarding the
delivery of the Order Line items.
Figure (28) “Updating Order Line”
Then click save to update and save the changes as been made to the Order Line.

How to add a transportation Status to a requested Order?
To add a transportation Status to an Order you have requested earlier,
you first have to click the Order List from the main toolbar, then from the Options List next
to the requested Order choose Transportation
Status. After that, in the Transportation Status
Page click the Plus Sign to add a new
Transportation Form.
See Figure (29):
Figure (29) “Adding Transportation Form”
This will forward you to the Transportation Form, where you need to provide some basic
information regarding the Order itself and the Transportation procedure.
See the Figure below:

 PO ID
The Order Number will derive
automatically since you have
already chosen the Order for which
you wish to fill out this form.
 Date TEL Applied
Select the date on the TEL (Tax
Exemption Letter) is applied.
 Date TEL Received
Select the date on the TEL (Tax
Exemption Letter) is received.
 Current Status
Write the Current Status of the
Order, either it has been received,
partly received or fully received.
 Documents
Use this to attach any
documentation regarding the
transportation status of the order.
 TEL Number
Write the Number of Tax Exemption
Letter you are dealing with.
 Remarks
Note the Remarks and comments
concerning the Transportation
Status of the requested order.
Figure (30) “Transportation Status Form”
By clicking the Add button, all the above information will be submitted and you will be
redirected to the Transportation Status Page where you can view, edit and print the new
form.

How to add an MDT (Material Delivery Ticket)?
A Material Delivery Ticket is considered as one of the important forms that need to be
carried out to precede the requisition process.
To add an MDT, as it is shown from Figure (31), you have to point the mouse cursor to the
MDT List tab in the main toolbar and then click Add MDT.
Figure (30) “Adding an MDT”
After that, you will be forwarded to the MDT Form Page. You need to fill out the form with
the following information:
 O#
Select the Order Number from the drop down list.
 PR #
Number of the Purchase Requisition related to the
selected PO Number.
 Department
It is the department for which the Order has been
selected.
 Person Requester
It holds the name of the person who made the
requisition.
 Person Sender
Write the name of the person who sends the order.
 Person Receiver
Figure (31) “MDT Form”
Write the name of the person who should receive
the item.
 From Location
Mention the location from where the order is transferring.
 To Location
Mention the location to where the order should be delivered.
 MDT Date
Select the date on which the MDT has been recorded.
 Date Received
Select the date on which the items has been received.
 Status
Choose the Status of the MDT, either Open or Closed.
Once you click the Add button and submit the form, a new MDT Item will be added to the
MDT Page, and the new item will be deposit into the stock, resulting in updating the list
automatically.

How to View/Export the MDT Lines?
In order to view the MDT lines of the MDT Item you created. You need to go to the MDT
List Page, then click the Options Button next to the MDT item, after that choose MDT
Line/Master Detail View. As it is illustrated from the following Figures:
Then
After That
Figure (32) “View MDT Line”
The MDT Line will be viewed as the following sample:
Figure (33) “MDT Line”
To export and print the MDT Line, you have to view the MDT Line first, and then in the
same page, there is a button by which you can export the MDT Line either as Excel or PDF.

To export the MDT
Line as an Excel
Sheet
To export the MDT
Line as PDF
Figure (34) “Export MDT Line”

What is a Tracker?
Tracker is a list used to monitor and observe the track Of the PR (either Material or Service)
and it allows you to have some knowledge about the item being ordered and the path it has
been gone through.
The Tracker List can be accessed by clicking the Tracker tab in the main toolbar, which will
redirect you to the page where all the item tracks throughout the system are viewed.
Figure (35) “Tracker List”

How to add a new Stock?
In order to add a new Stock Item, you need to move the mouse cursor over the Stock List
tab in the main toolbar, then Click on Add Stock.
See the figure below:
Figure (36) “Adding a new Stock Item”
Once the Add Stock Page is opened,

there will be three tabs (Basic Info,
Detailed Info and Tags), each tab
contains some fields you need to fill
out with the Correct Information and
then you can add a new Stock to the
Stock List.
The First Tab, Basic Info, requires the
following information:
 Stock Code
Write a code for the new item being
entered to the Stock List.
 Department
Select the department of the stock
Figure (37) “Basic Info/Stock Form”
item.
 Equipment Type
Select the type of equipment this item requires, if it was not in the list, you can click the Add button
to add a new equipment to the list.
 Short Description
Write a brief description of the new Stock item.
 Total Quantity
Write the total quantity of the item asked for.

 Quantity
Write the quantity of the item, preferred to be Zero, since during the arrival of the MDT, the Stock
quantity will be updated automatically.
 Location
Indicate the location of the new Stock item.
 UOM
(Unit of Measurement), specify the unit of measurement that measures the item.
 Unit Price
Write the Unit Price of the item.
 Total Price
Write the overall price of the all the items being requested.
 Currency
Select the Currency by which the payment will be done.
Then you move to the second tab, which is Detailed Info, and you have to provide more
detailed information about the new Stock Item:
 Full Description
Write a full description of the item being entered.
 Part Number
Write the Part Number of the Stock.
 Manufacturer
Select the manufacturer of the new item, if it was not existed in the list, the click the Add button
net to the field and add the new name of the Manufacturer.
 Requester
Write the name of the Requester.
 Condition
Tick the condition of the new item, either A, B, C or D.

 Bin Location
Write the Bin Location
where the new Stock
Item will be placed.
 Serial#
Write the Serial Number
of the item.
 Module#
Write the Module
Number of the item.
 Minimum
Indicate the minimum
amount of quantity
allowed.
 Maximum
Indicate the minimum
amount of quantity
allowed.
 Uploads
Attach and upload any
documents regarding the
new item.
 Notes
Write any further notes
and comments about the
new Stock.
 Vender
Select the name of the
vendor for the drop down list. Figure (38) “Detailed Info/Stock Form”
After that move to the third and final tab, Tags. The information required in this tab is more
of codes and numbers related to the new item being entered to the system. See the figure
below to have a closer look to the required information and what exactly each one of them
mean:

 PO Line#
Write the number of the Order Line.
 PO#
Write the number of the Order.
 MDT Ref#
Write the number of the MDT (Material Delivery
Ticket) Reference.
 Rank
Select the rank of the item based on its
importance, from 1 to 10.
 Asset
Write the Asset Number of the new item.
 Parent Asset
Write the Parent Asset Number of the new item.
 Class Code
Write the Class Code of the new item.
 Class Code Description
Write a full description concerning the new
Stock item.
 Drawing Number
Write the drawing number of the item.
 System Tag
Write the System tag of the item.
 PR#
Write the Purchase Requisition number of the
item.
Figure (39) “Tags/Stock Form”
By clicking the Add button, the new Stock item will be added to the Stock List and it can be
ordered by the requester.

How to add a Material Note?
To add a Material Note, you need to move the pointer cursor over the Stock List tab in the
main toolbar, then click Add Material Note, as it’s shown from figure (40):
Figure (40) “Adding Material Note”
By this action, you will be redirected to the material Note Page which contains two forms,
Material Note Form and Material Note Line.
To fill out the first form, Material Note Form, the following information are required:
 Document Type:
Tick the type of the
document, either
Issued or Returned.
 From Location
Specify the location
from where the
item will be
transferred.
 To Location
Specify the location
to where the item
will be transferred.
Figure (41) “Material Note Form”
 Person Sender
Write the name of the person who is sending the item.
 Person Receiver
Write the name of the person who is receiving the item.
 Date
Specify the date of creating the Material Note.
 Upload Documents
Attach and upload any documents regarding the Material Note of the item.
 Note
Write notes and comments regarding the overall process.

The second Form, Material Note Lines, is used to indicate the items that needs to be
transferred from one location to another either as issued or returned.
 Stock Code
Select the Stock Code from the Stock List
 Stock ID
The ID of the chosen Stock.
 B Quantity
The quantity of this item
remaining in the Stock.
 Quantity to Send
Specify the amount of
quantity you want to send.
 Description
A small description about
the selected Stock item.
 Condition
Select the condition of the
item, either A, B, C or D.
Figure (42) “Material Note Line”
By clicking Add button, the Material Note Form will be submitted and it can be viewed and
exported in the Material Note Page.

How to add a Work Request?
To add a Work Request, you have to click the Work Request tab in the main toolbar which
will redirect you to the Work Request Page.
Then
Figure (43) “Adding Work Request”
Click the Plus Sign button to add a new Work Request Record.
In the Work Request Form Page, you have to fill out the form with the correct information
regarding the request. See Figure (44):
 Asset
Write the Asset Number of the work.
 Parent Asset

The Parent Asset Number of the
work.
 Description
A description concerning the Asset.
 Work Description
Write a description regarding the
Work Request being created.
 Location
Specify the location of the Work.
 Work Type
Select the type of the work from
the drop down list, either
(Corrective, Preventive, Predictive,
MOC, Safety or Service)
 Dep. Requester
Select the Department of the
Requester.
 Dep. Performer
Select the Department of the
Performer.
 Priority
Specify the priority of the Work,
either 1, 2, 3 or Safety. (1 most
dangerous and safety the safest)
 Date to be Finished
Select he date on which the work
request should be finished.
 Approval By Figure (44) “Work Request Form”
Select the name of the one responsible for
Approving the Work Request.
By clicking the Add button, the form will be submitted and a new work request will be
added to the Work Request List.
To approve a Work Request, click the Options button next to the Work Request item and
edit it. Afterwards, the Approval form will pop up, which is as follows:

The same name of the person that has been chosen
while filling out the Work Request Form will be
automatically generated in the Approval Form. The
second field is where you can either Approve or Deny
the Work Request.
Figure (45) “Approving Work Request”
Click the Save button to save the Approval Status of the Work.

How to add an AFE (Authority for Expenditure)?
In order to add a new AFE, click on the AFE List tab in the main toolbar, then click Add
AFE/AFE Budget Code which will redirect you to the AFE Page.
Then
Figure (46) “Adding AFE”
The AFE Page contains two forms, AFE Form and AFE Budget Code. The first one, AFE Form,
is used to create the AFE and it requires the following information:
 AFE#
Write the number of the AFE.
 Department
Select the department you want to create the
AFE for.
 AFE Description
Write a short description regarding the AFE.
 AFE Cost Center
Indicate the Cost Center of the AFE.
 AFE Budget
Write the amount of money dedicated for this
department. Figure (47) “AFE Form”
The second form in the AFE page, is the AFE Budget Code. This one is used to enter
different budget codes into the same AFE. It requires some basic information regarding the
Budget Code, the quantity and the price of the item.

Figure (48) “AFE Budget Code”
By clicking the Add button, the form will be submitted and it will be added to the AFE List in
the main AFE Page where it can be viewed, edited and exported.

How to add an Invoice Log?
Once the Invoice Document is being sent from the Supplier, you should add a new invoice
log to the Invoice Log List. This can be done by clicking the Invoice Log List tab from the
main toolbar, as it is illustrated from the Figure below:
Then in the Invoice Log Page, you have to click the Plus
Sign in order to add and create a new Invoice.
Figure (19) “Creating an Invoice”
You need to provide some important information to be able to fill out the new Invoice Log
Form, see Figure (20):
 Invoice#
Copy the Invoice Number written in the Invoice Document.
 Order#
Select the Order Number for which you want to create this Invoice Log.
 Payment Terms
The Payment Terms that already agreed on by the vender and the company regarding how the
payment process will be carried out.
 Order Amount
The amount of money selected while creating the Purchase Order.

 Invoice Amount
Write the amount of money stated in the
Invoice Document.
 Amount Diff
The resultant difference between the
amounts of money stated in the Order
Form and the one stated in the Invoice
Document.
 Currency
Select the type of currency in which the
payment process will be carried out.
 Company name
The number of the vender who you will be
cooperating with.
 Invoice Date
Select the date of creating the Invoice.
 Invoice Received Date
Select the date on which you received the
Invoice Document.
 1st Approval
Select the Name of the person who is
responsible for approving the Invoice (this
is mandatory).
 DOA Sent to Approval 1st
Select the date of sending the invoice for
the first person for approval.
 Second Approval
Write the name of the second person
responsible for approving the Invoice (this
is Optional).
 DOA Sent to Approval 2nd
Select the date of sending the invoice for
the Second person for approval.
 DOA Approval Status 2nd
The Approval Status of the Second person,
either Yes (Approved) or
No (Not Approved).
Figure (20) “Invoice Log Form”
 DOA Approval Date 2nd
Select the date of receiving the Second Approval of invoice.
 Sent to CE
Select the date of sending the invoice to CE (Cost Engineer).
 Sent to AP
Select the date of sending the invoice to AP (Account Payable).
 Paid Date
Select the date on which the payment should be submitted.
 Sent To London
Select the date on which the invoice has been sent to London.
 London Paid
Select the date on which London paid the amount of money.
 Invoice File
Attach and Upload the invoice Document of the Purchase Order.
 Remarks
Write any comments or notes you have on the Invoice Log you are creating.
After adding the new Invoice, you need to wait until the invoice is being approved on by the
ones you picked earlier and selected their name in the form.

How to Approve an Invoice Item?
To Approve the Invoice Log, an email is sent to you including a link that will redirect you to
where you can see information regarding the invoice and the option of either Approving it
or not.
Another way is to edit the invoice item from the Options button next to the item in the
Invoice Log Page. This will take you to the Approval Page, where you will be able to choose
either to approve the Invoice to proceed or not. As it is shown in Figure (21):
Figure (21) “Approving an Invoice”
In the Invoice Approval Page, you will be able to

review same information that has been provided to
fill out the Invoice Form. In addition to a field where
you can tick the Approval Status either as Yes or No.
Figure (22) “Invoice Approval Form”

How to add a Service Purchase Requisition?
In order to add a Service Purchase Requisition, you have to click the PR List from the main
page toolbar:
The Purchase Requisition List
Figure (49) “Adding Service Purchase Requisition”
By clicking “Add Service Purchase Requisition”, it will redirect you to the Form that you
need to fill out in order to Request a Service. The form contains two tables, Service
Requisition Form and Service Requisition Line. To fill the Service Requisition Form, you need
to provide the following information: (see Figure (50))

 Manual MSR#
Write the Number of the
Manual MSR.
 Department
Select your own department
from the drop down list.
 PR Title
Write the title of the
Purchase Requisition you are
requesting.
 Purpose of PR
Write the purpose for which
you are requesting.
 Work Order Number
Write the number of work
order that has been approved
on while requesting a work.
 Delivery Date
Specify the date when the
Service should be delivered.
 AFE
(Authority For Expenditure)
select the budget specified
for this type of purchase.
Either monthly or yearly
bases.
 General notes Figure (50) “Service Requisition Form”
Write any general notes regarding the request of service.
 Documents to Upload
Upload the documents needed for proceeding the requisition.
 Currency
Select the type of currency in which the payment will be done.
 Estimated Cost
Write an estimation for the overall cost of the service requisition.

The second table which is, Service Requisition Line, it is where the requester identifies the
items requested by providing the following information:
Figure
(51)
“Service Requisition Line”
 Quantity
Write the quantity of services you want to request.
 UOM
(Unit Of Measurement), identify the unit for measuring the services.
 Item Description
Give a brief description regarding the requested item.
 Unit Price
Write the real price of a single item.
 Quality Assurance
Select the quality assurance you want from the list in the form.
 Total Price
Write the total price of the overall quantity of the selected service.
Once you click the ADD button, an email will be sent to the person who is responsible for
approving the request.

4 User Manual

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

4 User Manual

Uploaded by

Copyright:

Available Formats

Material, Service, Contract Requisition, Finance Web Application

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

PR (Purchase Requisition) and each PR can be Material PR or Service PR or employment

Version 1.3, User Manual, May-2016

The Purchase Requisition List

Figure (1) “The PR List”

The Materials that can be requested using the

Figure (2) “The PR drop down List”

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Figure (4) “Material Purchase Requisition List [2] Form”

Figure (4) “Plus Sign [3]”

Version 1.3, User Manual, May-2016

Figure (4) “Sole or Single Source [4]”

Version 1.3, User Manual, May-2016

Figure (5) “Purchase Requisition Page”

Figure (6) “PR Item’s Option List”

Version 1.3, User Manual, May-2016

You either Approve (Yes), Deny (No) or

After all the approval have been

Version 1.3, User Manual, May-2016

Figure (9) “Creation of RFQ”

After that, in the RFQ Page, there is a table contains all

To add an RFQ, click on the PLUS sign at the left lower

Figure (10) “RFQ Page”

Version 1.3, User Manual, May-2016

Figure (11) “RFQ Form”

In the terms page:

Version 1.3, User Manual, May-2016

Figure (11) “RFQ Form[1]”

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Figure (12) “Approving RFQ”

Version 1.3, User Manual, May-2016

Figure (13) “Adding a Bid”

Version 1.3, User Manual, May-2016

Figure (14) “Bid Form [3]”

Version 1.3, User Manual, May-2016

Figure (15) “Adding an Order”

After that in the Order Form Page, you need to

By clicking the Add Button the Form will be

Figure (17) “Approving an Order”

Afterwards, the order can be updated with the following information:

Figure (18) “Order Approval Form”

Version 1.3, User Manual, May-2016

In the Order Line Inspection Page, click the Plus Sign

Figure (23) “Creating Order Line Inspection Form”

Version 1.3, User Manual, May-2016

Figure (24) “Order Line Inspection Form”

 Released Inspection Required

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Figure (28) “Updating Order Line”

Version 1.3, User Manual, May-2016

Figure (29) “Adding Transportation Form”

Version 1.3, User Manual, May-2016

Version 1.3, User Manual, May-2016

Figure (30) “Adding an MDT”

Version 1.3, User Manual, May-2016

Figure (32) “View MDT Line”