2/16/20261Place Order©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 2PLACE ORDERURL: http://thepavilions.birchstreet.net/Property ID: 956 Demo Property Name: Pavilions212
2/16/20262©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 3 3Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 4 4Transaction flowPRUser will raise PRApproval WorkflowCheck and editPOPurchasing team convert REQ into POSend it to supplierAcceptanceOnce Supplier accept the order. They fulfill buyer request.Deliver product ReceivingReceiver do a receiving And recording in BSSSAP APReconciliationBuyer SupplierINVOICESof received itemCREDIT MEMOof returned item34
2/16/20263©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 5 5Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 6 6Place Order – Search Item1. Go to Purchasing page, click on the Order Sheet button2. Select the Order Sheet 3. Click on the “search” button beside the Part #4. Enter one or multiple Part #, click “Apply Filter”31 2456
2/16/20264©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 7 7Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 8 8Direct REQ Creation1. Subject: 4D (Division, Department, Description, Date) Ex. (KIT/Market Café/Daily Purchase/202201025 )2. Required delivery date: input “+” and days that are required or the calendar icon. 3. Purchase Type: ➢ Food ➢ Beverage ➢ General 4. Department: It would be auto-populated based on users’ settings. Unless users have multiple access. 5. GL account: it will be auto-populated after selecting the purchase type. 6. Building/Wing: wing 1 or 232Main page > Purchasing > Order Sheet178
2/16/20265©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 9 9Storeroom REQ CreationOrder Sheet page1. Go to the Order Sheet page2. Select the Order Sheet list with the destination that requesting inventory3. Enter the quantity for each of the items that wish to transfer4. Click the “Create REQ” button, Fill in the information, and click “OK”➢ Subject➢ Required delivery date: input “+” and days that are required or the calendar icon. ➢ Purchase Type: ✓ Food ✓ Beverage ✓ General ➢ Department: Select the department that is requesting for transfer1©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 10 10Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A910
2/16/20266©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 11 11Place Order – View Document Details1. Go to the Requisition page from Main page2. Select the REQ created3. Click on the “Print w/Details” buttonMain page > Purchasing > Requisition➢ Quick view on the REQ details©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 12 12Place Order – View Document Details1. Header: Subject / Request Delivery Date / REQ type & number / Requestor & Department2. Item Detail: Purchase items detail, price & qty & UOM & Tax code, GL account.3. Total Amount: Amount & Tax, Automatic generate. 4. Budget: To check the budget balance and other messages quickly.5. Purchase History: To check the purchase history of these items with date & price & qty. Main page > Purchasing > Requisition > Print w/Details1112
2/16/20267©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 13 13Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A✓ Amendment can be made before submission for approval, when the status is “New”©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 14 14Edit – Delivery DateMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing2. Select the REQ created3. Click on the “Header Update” button4. Amend the detail5. Click on the “Save” button The details can be amend in Header Update:➢ Delivery Date➢ Subject1314
2/16/20268©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 15 15Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & AWe can add the item into an existing REQ in case we left out items when creating the REQ.©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 16 16Edit – Add ItemMain page > Purchasing > Order Sheet1. Go to the Order Sheet page in Purchasing2. Select the Order Sheet, select the item and enter the quantity3. Click on the “Add to REQ” button4. Select the REQ to add the item, click “Select”5. Item will be added into the existing REQ selected1516
2/16/20269©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 17 17Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & AFor example :We realized some of the items that we ordered are nolonger required at this moment, we can remove the itemfrom the request before submission for approval.©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 18 18Edit – Delete ItemMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Print w/Details” button3. Click on the “Edit Line” button4. Click on the “Delete” button 5. Item will be removed from REQ12341718
2/16/202610©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 19 19Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & AFor example :We received additional orders from customers after wemade orders for the items required, the quantity orderedis not enough and we can update the quantity in the REQas long as the status of the REQ is “New”.©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 20 20Edit – Update QuantityMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Print w/Details” button3. Click on the “Edit Line” button4. Amend the Order quantity5. Click on the “Save” button 6. Quantity will be updated in REQ12341920
2/16/202611©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 21 21Edit – Update Quantity (Batch Update)Main page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Print w/Details” button3. Click on the “Edit Line” button on top on the page4. Select item and amend the Order quantity5. Click on the “Save” button 6. Quantity will be updated in REQ1243©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 22 22Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & AFor example :The event is cancelled when we order the items for thatevent, we can delete the REQ if it’s not yet submitted forapproval.2122
2/16/202612©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 23 23Edit – Delete REQMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Delete REQ” button3. REQ will be deleted and moved to Recycle Bin123©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 24 24Edit – Copy REQMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Copy REQ” button3. REQ will be copied and new REQ no. will be generated122324
2/16/202613©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 25 25Edit – Delete REQMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Delete REQ” button3. REQ will be deleted and moved to Recycle Bin123©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 26 26Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & AThe Notes function allowed us to indicate simple instructionsto suppliers, such as asking them to deliver the goods by 9am for kitchen preparation.Or, we can also add attachments such as item photos for thesupplier’s reference.2526
2/16/202614©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 27Edit – Add NoteMain page > Purchasing > Requisition121. Go to Requisition page in Purchasing2. Right-click on the REQ, click on “Notes”3. Click on the “New” button, enter the note and select the Note type4. Check the “Notes viewed internally only” if the note is for internal staff only5. Right-click on the note to edit or delete it43©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 28Edit – Add Buyer CommentMain page > Order Sheet12Go to Ordersheet page in Purchasing1. Click on the REQ2. Fill the Qty and Buyer Item Comment3. Click ‘Create REQ’4. Comment will be appeared in Line Item in REQ342728
2/16/202615©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 29Edit – Add AttachmentMain page > Purchasing > Requisition121. Go to Requisition page in Purchasing2. Right-click on the REQ, click on “Attachment”3. Click on the “Add” button4. Upload the file, check the “Internal Document” if the note is for internal staff only, and “Submit”34©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 30 30Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A2930
2/16/202616©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 31 31Edit – Submit REQMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “Submit” button3. REQ will be submitted for approval4. Status changed from “New” to “Approval pending”21©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 32 32Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A3132
2/16/202617©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 33 33Edit – Approval DetailsMain page > Purchasing > Requisition1. Go to Requisition page in Purchasing, and select the REQ2. Click on the “More” button, select “Approval Details”1 2©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 34 34Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A3334
2/16/202618©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 35 35Special Order ItemsMain page > Purchasing > Special Order Items1. Go to Special Order Items page in Purchasing2. Select Supplier3. Fill in all the information including Item #, Product name, Order Qty, UOM, Price and Tax code4. Click on the “Create REQ” button, fill in the information and click “Save”©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 36 36Agenda 1. Transaction Flow2. Place Order from Order Sheet➢ Search Item➢ Place Order➢ Viewing Document Detail3. Edit the Request➢ Update delivery date ➢ Add items to request ➢ Delete items from request ➢ Update quantity in request ➢ Delete request ➢ Add Note or Attachment to request4. Submit Request➢ Submit request➢ View approval detail5. Create Request for Free Form Item6. Document Status7. Q & A3536
2/16/202619©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 37 37StatusApproval Pending New Document GeneratedApproval DeniedSubmit Create PODisapproveApproveApprovedSubmittedSubmit Create PO©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 38 38ReportsRequisition Report REQ summary Report• To view all REQ with details in the system• To view all REQ summary by amountOpen Storeroom Requisition Report• To view all open Storeroom REQ3738
2/16/202620©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 39 39PracticeCreate REQ from OS- Update delivery date- Add to REQ- Update Qty- Delete item- Add note- Copy REQ- Buyer Item Comment©2019 BirchStreet Systems Inc. Confidential & Proprietary. All Rights Reserved. | 40 40Q & AQ&A3940