Purchase Order Approval – SERTICA 1

SERTICA Purchase Order Approval

User Manual

PSACC Operational Excellence 2023

All Rights Reserved

User Manual SERTICA V1.0

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DOCUMENT HISTORY
DATE VERSION INITIALS PAGES CHANGES
04/27/2023 1.0 LMLA Initial

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TABLE OF CONTENTS

1 INTRODUCTION ...................................................................................................................4
2 SCOPE...................................................................................................................................4
I Work Flow (High Level)…………………......................................................................................5
II Price Approval Set up.…………….……………………………………………………………………………………….5
III Price Approval ……………………………………………………………………………………………………………….6

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1 INTRODUCTION
SERTICA was initially implemented with Vessel Preventive Maintenance System only. The latest
installment includes Procurement, Inventory, Finance and LBE modules. Said modules replaced
the same modules of NetSuite except for the payment part and the related processes.
This document outlines the step-by-step procedure that an approver will do to approve purchase
orders in SERTICA.

2 SCOPE
This user manual is for approvers effective May 1, 2023. In SERTICA, the PO approval process is
called “PRICE APPROVAL”.

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I. WORK FLOW (HIGH LEVEL)

Here’s the high-level work flow of the purchase process in SERTICA. The Price Approval
happens when PROCUREMENT TEAM triggers this button for a purchase Order.

PR Technical RFQ PO
START
Review

DELIVERY PRICE
END
CONSUME RECEIVE
(fr Vendor) APPROVAL

II. PRICE APPROVAL SET UP

The price approval in SERTICA follows the approval matrix of the organization. But the
configuration is done on 3 separate sub-modules.

1. Approval Set Up – here, the order of the approval is configured. For example, for
approval set up no 100, this is the order of the approval for any department that this set
up is assigned to.

2. Approval Limit – here we set the approval limit per approver. Please note that the actual
figures are based on the matrix. Figures shown here are just examples.

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3. Price Approval – the price approval is the combination of Technical Account, Purchase
Type, Unit and the approval set up (item #1).

III. PRICE APPROVAL

1. When a purchase order is routed for price approval, the approver will receive this email
notification.

2. Sample email content is this:

3. Click on this link and approver will be directed to the portal.

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4. Approver then is asked to enter his/her username and password provided by administrator.

5. Upon log in, the first PO will be displayed:

The following are available in the approver portal:

a. List of all pending POs on the left side of the portal
b. Summary of the PO

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c. Positions – click to display all the items in this Purchase Order

d. Show Purchase Order Report – click to display the PO document.

6. Click the “APPROVE” button to approve.

--- End of Document ---

User Manual SERTICA V1.0