HOW TO FILL PURCHASE REQUISITION FORM?

Update: 3 Jun 2021

PRINCIPLE: Simple rule for filling PR Form based on color as follows:

Blue Fill the required information.
There are multiple ways of filling: input the text, select dropdow value, or screenshot the approval flow.
Grey Information is auto-displayed for these fields based on the input value in other fields.

DETAILED GUIDANCE TO SPECIFIC FIELDS:

Fields Value Note
General information:
Legal Entity Auto-filled Default value as WSE Vietnam
Department Select dropdow value Department request purchasing goods or services.
Expense note Input value Input the expense type in accordance with the budget.
Location Select dropdow value Location that the purchased goods or services are used.
If commodities are used in many locations, please select "All" for location,
then breakdown items in Description and input specific locations in Note.
Catalog Select dropdow value Catalog is group of commodities.
Refer to sheet "Catalog" for the catalog list and catalog description.
If cannot find the suitable catalog in the catalog list, please select "OTHERS".
PR No Input value After filling PR Form, COPY the grey area in PR Ref and then PASTE in the PR List.
PR No is auto-generated in the PR List.
PR Date Input value (dd-Mmm-yy) PR Date is the date that the PR Form is created (not in the past).
Currency Select dropdown value Currency of amount in PR.
Commodity information: Please insert additional rows (if needed)
Desciption Input value Input purchased goods or services.
Unit Select dropdown value Select unit of measurement.
Quantity Input value Input quantity.
Unit price Input value Input unit price (amount before discount and tax).
Amount Auto-filled Amount before discount and tax.
Note Input value Input further note (if any).
TOTAL (Quantiy) Auto-filled Delete total quantity if it is not applicable.
TOTAL (Amount) Auto-filled Total amount (before discount and tax).
Discount amount Input value Input discount as negative amount (if any).
Tax amount Input value Input tax amount. If multiple tax rates are applied (based on commodities),
please calculate total tax amount with input detailed tax rate in Note.
Total amount (currency) Auto-filled Total amount = Total (amount) + Discount + Tax
Total amount (VND equivalent) Auto-filled Total amount in VND equivalent. Approval threshold is based on this value.
Business purposes:
[Summary] Input value Input the summary of business purpose and expense period in cell D25.
[Detail] Input value Input the detailed business purpose in the remaining area.
Delivery:
Delivery date Input value (dd-Mmm-yy) Input the expected delivery date.
Delivery note Input value Input delivery note such as multiple deliveries (if any), location,
contact person, phone or email of contact person, etc.
Review and Approve:
Requested by Input value Input name of requester of PR Form.
Reviewed by Supervisor Input value Input name of supervisor of requester. PR must be reviewed by Supervisor.
Head of Department Auto-filled Name of Head of Department. PR must be approved by Head of Department.
FP&A Manager Auto-filled Name of FP&A Manager. PR must be approved by FP&A Manager.
Financial Controller (FC) Auto-filled If PR is required approval from FC, name of FC is displayed.
If PR is not required approval from FC, "Not applicable" is displayed.
Chief Executive Officer (CEO) Auto-filled If PR is required approval from CEO, name of CEO is displayed.
If PR is not required approval from CEO, "Not applicable" is displayed.
Group CFO Auto-filled If PR is required approval from Group CFO, name of Group CFO is displayed.
If PR is not required approval from Group CFO, "Not applicable" is displayed.
Group CEO Auto-filled If PR is required approval from Group CEO, name of Group CEO is displayed.
If PR is not required approval from Group CEO, "Not applicable" is displayed.
Department in charge Auto-filled Department in charge of procurement based on the catalog.
Person in charge Auto-filled Person in charge of procurement based on the catalog.
Screenshot of Approval Flow Input value Use Snipping Tool to cut the Approved PR in Teams.
in Teams
 PURCHASE REQUISITION Version 2021.06

Legal Entity: WSE Vienam Location: All PR No: PR211205-0302

Department: Services Catalog: Gifts PR Date: 5-Dec-21
Expense note: December SCC budget (Please input expense type in accordance with budget) Currency: VND

No Description Unit Quantity Unit Price Amount Note

1 CHP - Cash (Xmas decoration) 1 12,000,000 12,000,000 Receiver: Dao Thi Thanh Ha
2 HVP - Cash (Xmas decoration) 1 13,010,000 13,010,000 Receiver: Nguyen Vu Phuong Thao
3 LQD - Cash (Xmas decoration) 1 15,000,000 15,000,000 Receiver: Tran Hoang Loan Vy
4 PVT - Cash (additional Xmas decoration) 1 3,400,000 3,400,000 Receiver: Nguyen Ngoc Dan Thanh
5 VIV - Cash (Xmas decoration) 1 9,500,000 9,500,000 Receiver: Nguyen Thi Thuy Tien
6 VTD - Cash (Xmas decoration) 1 12,000,000 12,000,000 Receiver: Huynh Phu Qui
7 BBD - Cash (Xmas decoration) 1 11,400,000 11,400,000 Receiver: Nguyen Thi Bich Tram
8 CHP - Got It E-vouchers Pcs 60 50,000 3,000,000 Receiver: Do Thi Phuong
9 HVP - Got It E-vouchers Pcs 5 100,000 500,000 Receiver: Nguyen Vu Phuong Thao
10 VIV - Got It E-vouchers Pcs 50 100,000 5,000,000 Receiver: Dam Ngoc Han
11 VTD - Got It E-vouchers Pcs 60 50,000 3,000,000 Receiver: Huynh Phu Qui
TOTAL 182 87,810,000 Amount (before discount & tax)

Business Purpose: December Events and Center Decoration for all centers Discount

Tax
87,810,000 Total amount VND
87,810,000 Total amount VND equivalent
Delivery: (Please specific delivery information, including date, location, contact person, phone or email of contact person, etc.)
Delivery date: asap (dd-Mmm-yy)
Delivery note: E-vouchers will be delivered to SO Supervisors via email
Cash will be requested using Cash Advance form and transferred to requester in the form

Review and Approve:

Requested by: Tran Hoang Loan Vy Reviewed by Supervisor:

Approved by:
Head of Department Nguyen Do Thuy Que Anh Chief Executive Officer Alain Thibault
FP&A Manager Pham Thi Ngoc Mai Group CFO Not applicable
Financial Controller Truong Vu Thanh Lam Group CEO Not applicable
Procurement in charge:
Department in charge Marketing Person in charge: Dinh Ngoc Hung

Screenshot of Approval Flow in Teams

Note: COPY the grey area in PR Ref and then PASTE in the PR List Update: 3 Jun 2021

PR Date Location Department Requestor Expenses note Business Purpose Catalog Amount (VND) Delivery Date Procurement - DIC Procurement - PIC

5-Dec-21 All Services Tran Hoang Loan Vy December SCC budget December Events and Center Dec
Gifts 87,810,000 asap Marketing Dinh Ngoc Hung
PROCUREMENT CATALOG Update: 3 Jun 2021

CATALOG PROCUREMENT
Code Name Group Description Department in charge Person in charge
01.01 IT equipments IT Handphone, tablet, headset, computer tools Software & Analytics Nguyen Minh Thang
01.02 Software & License IT Software, license Software & Analytics Nguyen Minh Thang
01.03 Network services IT Internet, telephone, cable TV Software & Analytics Nguyen Minh Thang
01.04 IT related services IT Call center services, domain, SMS Software & Analytics Nguyen Minh Thang
01.05 Printer rental services IT Printer rental services Software & Analytics Nguyen Minh Thang
02.01 Office rental and services Facility Office rental, utility charged by landlord Human Resources & Admin Nguyen Thai Dung
02.02 Facility related services Facility Cleaning, insect treatment, tree rental, ect. Human Resources & Admin Nguyen Thai Dung
02.03 Office maintenance Facility Air conditional maintenance, light, etc. Human Resources & Admin Le Dinh Nieu
02.04 Office tools Facility Table, chair, cabinet, umbrella, pantry equipment, etc. Human Resources & Admin Nguyen Thai Dung
02.05 General insurance Facility Public liability insurance, property all risks, business interruption insurance Human Resources & Admin Nguyen Thai Dung
03.01 Refreshment Office supply Water, tea, coffee, tea break, etc. Human Resources & Admin Nguyen Vu Quynh Doan
03.02 Stationery Office supply Stationery, paper, name card, etc. Human Resources & Admin Nguyen Vu Quynh Doan
03.03 Posting Office supply Letter and stuff delivery Human Resources & Admin Nguyen Vu Quynh Doan
03.04 Transportation Office supply Taxi, grab, car rental, etc. Human Resources & Admin Nguyen Vu Quynh Doan
03.05 Hotel Office supply Hotel Human Resources & Admin Nguyen Vu Quynh Doan
03.06 Other office stuffs Office supply Toilet paper, etc. Human Resources & Admin Nguyen Vu Quynh Doan
03.07 Other admin services Office supply Visa, notarize Human Resources & Admin Nguyen Vu Quynh Doan
04.01 Digital marketing services Marketing Google, facebook, etc. Marketing Dinh Ngoc Hung
04.02 Offline media services Marketing Signage rental, ads in magazines/ newpaper, etc. Marketing Dinh Ngoc Hung
04.03 Design and printing Marketing All stuffs relating to MKT design and printing Marketing Dinh Ngoc Hung
04.04 Gifts Marketing All gifts: promotion gifts, show gifts, sign gifts, learn&win gifts, gifts for sales team Marketing Dinh Ngoc Hung
04.05 Other MKT services Marketing Others Marketing Dinh Ngoc Hung
05.01 Permanent booth Direct Marketing Permanent booth rental Direct Marketing Doan Minh Quan
05.02 Mobile booth Direct Marketing Mobile booth rental Direct Marketing Doan Minh Quan
05.03 Booth production Direct Marketing Booth design and production services Marketing Dinh Ngoc Hung
05.04 Direct MKT event Direct Marketing Direct MKT event costs Direct Marketing Doan Minh Quan
05.05 Other direct MKT services Direct Marketing Others Direct Marketing Doan Minh Quan
OTHERS Others Self-service Self-service
Department
No Department Head of Department Location
01 Board of Management Alain Thibault Head Office
02 Human Resources & Admin Nguyen Ngoc Diep Head Office
03 Software & Analytics Nguyen Le Anh Vu Head Office
04 Finance Truong Vu Thanh Lam Head Office
05 Services Nguyen Do Thuy Que Anh All
06 Marketing Nguyen Kim Ngan Head Office
07 Direct Marketing Nguyen Kim Ngan All
08 Telemarketing Nguyen Thi Thanh Van Head Office
09 Retail Sales La Hoang Nam All
10 Corporate Sales Alain Thibault Head Office

Approver
Level Name
FP&A Manager Pham Thi Ngoc Mai
Financial Controller Truong Vu Thanh Lam
Chief Executive Officer Alain Thibault
Group CFO Jonathan Kolb
Group CEO Enrico Cesenni
c
Approval Matrix
Range
20,000,000
80,000,000
160,000,000
400,000,000
c
Location
No Location
00 All
01 Head Office
02 Center - LQD
03 Center - CH
04 Center - HV
05 Center - VIVO
06 Center - VTD
07 Center - VGV
08 Center - BBD

Currency
No Currency Exchange rate
01 VND 1
02 USD 23,200
 c
Unit of Measurement
No Unit
00 Other
01 Case
02 Kilo
03 Nos
04 Pack
05 Pair
06 Pcs
07 Set
08 Unit
c
PR Status
No Status Description
01 Submited PR is submited and waiting approvals.
02 Approved PR is fully approved.
03 Rejected PR is rejected.
04 Canceled PR is canceled.
05 Ordered PR is ordered to vendors.
06 Received Goods/ services are received.
07 Invoiced Invoice is received and in progress of payment request.
08 Paid Invoice is paid.
c
Short name
BOM
HRA
SBA
FIN
SER
MKT
DSF
TMK
RSA
CSA
Updated by
Requestor
Requestor
Requestor
Requestor
PIC of procurement
PIC of procurement or Requestor
PIC of procurement
PIC of procurement