User Guide Web PO Requisition for Sage 200
Contents
1. ccccccccseccceeeceeeeceeeceececeueeceecsusesseeeseeessuseneeesaes 33 COMAE OUE eee eee T E E E E ee 34 Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 2 Web PO Requisition for Sage 200 User Guide Introduction Web PO Requisition for Sage 200 enables users to create purchase requisitions for goods services required via a simple web interface These requisitions can be submitted for approval and once authorised are converted automatically to purchase orders in Sage 200 without the need for any synchronisation using Eureka Solutions own web service for Sage 200 The module only requires a single Sage 200 web user licence and as a result it is ideal for companies that have many users who enter and authorise purchase requisitions but don t need access to other areas of the Sage 200 system Some of the main features of the module are outlined below Enter Purchase Requisitions via a Website e Fast simple entry and authorisation of purchase requisitions via an easy to use web interface e Mimics Sage 200 order entry functionality so minimal additional training required e Allows entry of stock free text items comment lines and additional charges e When requisitions are authorised the corresponding purchase order appears in Sage 200 in real time no need to wait for orders to be synchronised Purchase o2. Save User Two Tier Settings These are the user settings the system follows when Second Level Authorisation is enabled e Originators User Can Authorise The list of originators who s requisitions the user can authorise provided the value of the requisition falls between the specified Spend Greater than and Spend Less than values e Projects User Can Authorise The list of projects from Sage 200 which the user can authorise purchase requisitions for provided the value of the Requisition falls between the specified Spend Greater than and Spend Less than values Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 11 SMTP Settings Requisition Settings l i l l l m Global Settings User Settings Single Tier Settings Two Tier Settings SMTP Settings Department Settings SMTP Server feu reka O Authentication Required SMTP SSL SMTP Username eureka SMTP Password From Email est eurekasolutions Test Email Address Web Requisition Entry URL http localhost S200WebEntry Test Email Settings Save Email Settings These are the settings required for email correspondence to be sent for Authorisation Web PO Requisition URL This will provide a link to be included in the authorisation emails that are sent to approvers to where the user can log in to approve or decline a purchas
3. 08 02 2012 0000003391 DON001 The PDF generated uses a standard Sage 200 Report Designer purchase order layout that can be amended if required Web PO Requisition for Sage 200 Web PO Requisition for Sage 200 Powered by Eureka Addons t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 27 Receive Goods against Purchase Orders From within the Web PO Requisition for Sage 200 users can also record goods received against an existing purchase order assuming their user has been given permission to do this through the Control Panel When viewing an existing PO through the web interface there will be a new button at the bottom of the PO labelled Confirm Goods Received Ol Requisitions View POs Suppliers Stock Control Panel AIC Ret ABCOO1 Document Nio 0000002401 Name AB Cookers Document Date 2309 2014 Fost Code BL1 IFT Requested Date 23092014 Warehouse HOME Authorisation String Not required Created By DEV Originated by eureka Status Live 1 Standard 123Toaster 123Toaster HOME 10 99999 100000 9 90 1 98 1188 2 Free Text This is a free text line 10 00000 4 00000 36 00 7 20 43 20 3 Charge Delivery Delivery 1 2 00000 2 00 040 240 Total Met 47 90 Total Gross 57 48 Print to PDF Confirm Goods Received Back Eureka Solutions Web System powered by Eureka Addons When the user clicks on Confirm Goods Received a new window will open to allow them to enter
4. Department s e The selected Department Short Code will be stored against the selected Department Analysis Code when the purchase requisition is converted to a purchase order Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 9 User Settings This tab allows you to select an existing Web PO Requisition user from the dropdown list and specify individual user settings specific to the requisition functionality Requisition Settings Global Settings User Settings Single Tier Settings Two Tier Settings SMTP Settings Department Settings Email Address Currently on Holiday O Holiday Alternative Choose Username J User can print requisitions O User can amend all requisitions O User can amend only their requisitions Save User Settings e Email Address The Email Address the user can be sent all correspondence e Currently On Holiday If this setting is enabled and a Holiday Alternative has been selected from the dropdown list of users this selected alternative user will then be able to authorise any purchase requisitions normally approved by this user e User Can Print Requisition Allows the user to print a PDF of the requisition e User Amend Requisitions User can be allowed to amend all purchase requisitions only their own requisitions or no requisitions by leaving both boxes unticked Si
5. have the authority to further authorise the purchase requisition will then be notified by email that there is a requisition awaiting their approval along with details of the requisition itself The email layout can be amended if required Purchase Requisiton DD0000000193 has been approved Purchase Order 0000003898 has been created Requisition DD0000000193 entered on 21 08 2014 Requisition Order Details Requisition No DD0000000193 Document Date 21 08 2014 Requested Date 21 08 2014 Currency Order Originator eurekasolutions co uk AB Cookers ABC001 Blackburn Lancashire Great Britain Code Description Quantity Price Net Value Nominal Spec Free Text Line 100 00000 250 00000 30000 00 44101 SAL ADM 0000000017 Measurements ACS BLENDER Professional Blender 5 Speed 100 00000 300 00000 36000 00 44101 SAL ADM 0000000017 Measurements Comment Line 1 00000 0 00000 0 00 Mf Delivery Delivery 1 00000 250 00000 300 00 Mf Total Net 55250 00 Total Tax 11050 00 Total Gross 66300 00 If you wish to amend this e mail template then the file is stored in the C inetoub wwwroot S200WebService App_ Data folder on the server where Web PO Requisition is installed In this folder there will be a file named POPReauisitionNotification xsl and you can edit the HTML in this file to amend the layout for the email template If however the user has met the criteria for the requisition to be converted to a Purchase Order without the need for authorisation t
6. view a purchase order from the list Order Detail Document No 0000003355 Document Date 07 02 2012 Authorisation Status Not required Requested Delivery Account AIC Ref JOHO03 Name John Henderson Insurance Post Code YO41 5LL Warehouse Middlesbrough Order Lines Line Type Description AB Built In 0 ABBuiltIn 15 0 2 Cookers Single Oven 300mm White 149 99 149 99 26 25 176 24 Total Net 149 99 Total Gross 176 24 Printing Existing Purchase Orders When viewing a purchase order if the user has permission there is also a Print to PDF button to allow the user to create a PDF of the purchase order that can then be printed or e mailed if required or click Back to return to the purchase order list P00000003391 pdf Adobe File Edit View Window Help eten x ROADE t 1 12 e Gp 10 3 B egl l Tools Sign Comment Ls Mey HOMESTYLE a7 KITCHENS HomeStyle Kitchens Ltd Unit 12B Westem Park Bishopthorpe York Y023 6BS VAT Number GB 376 6823 94 Donaldsons Extrusions Mitchells Yard Quarry Road Doncaster South Yorkshire DN10 5MC Line Item Code Description Quantity Unit Unit Price Net 1 ABBuiltin 16 0 2 AB Built in Cookers Double Oven 300mm Whit 10 Each 149 99 1349 91 A Purchase Order m Your Reference a Your VAT Number GB 780 1737 56 All Amounts in Pounds Sterling Terms 30 days from end of month Order Required By 28 02 2012
7. 93 21 08 2014 ABCOO1 PPO000000192 21 08 2014 ABCOO1 Click on the blue hyperlink in the Requisition No column to view a requisition order details from the list AB Cookers AB Cookers Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 20 AIC Ref ABC001 Document No DD0000000194 Name AB Cookers Document Date 21 08 2014 Post Code BLI FT Requested Date 21 08 2014 Warehouse WAREHOUSE Originated by eureka Status Awaiting Approval Order Lines Description Warehouse Qty Professional Blender 5 1 Standard ACS BLENDER med WAREHOUSE 1 00000 999 00000 999 00 199 80 1198 80 pee 2 Free Text Free Text Line 1 00000 125 00000 125 00 25 00 150 00 3 Charge Delivery Delivery 1 20 83333 20 83 4 17 25 00 4 Comment Comment Line 0 0 0 0 0 Total Net 1144 83 Total Tax 228 97 Total Gross 1373 80 Amend PO Req Add View Attachments Print Requisition Delete Cancel Back Amending an Existing Purchase Requisition Purchase requisitions that have not yet been approved can be amended if the user has permission to do this Users can be given access through the Control Panel to either amend all purchase requisitions or only their own requisitions Amending a purchase requisition is the same process as creating a requisition and amended purchase requisitions will be sent back to the start of the authorisa
8. Web PO Requisition for Sage 200 User Guide Web PO Requisition for Sage 200 Create Purchase Requisitions for Sage 200 via a web interface Multiple concurrent users entering requisitions in real time Submit requisitions with multiple authorisation rules View and print existing purchase requisitions Check live stock and supplier information from Sage 200 remotely Receive stock against existing purchase orders via the web Powerful account stock search based on multiple fields Report on purchase requisitions from within Sage 200 Works on multi company installations GN Can be designed to reflect customers own branding Ma E U R IK A t 01355 581 960 Sage Custom Solutions ADDO N S e development eurekasolutions co uk Partner of the Year Developing Sage for Growing Businesses Www eurekaaddons co uk Winner 2013 Page 1 Table of Contents al Leo lt e 0 EEE gt en ean A 2 Installing Web PO Requisition for Sage 200 rrrrarnrnnnnrnrnnnnnnnnennnnnnnnnnennanennnnnennnnennnnennnnnene 3 Accessing Web PO Requisition for Sage 200 ccscseccceeecsceeesceeeeseeesceeeeceeeescusesoeeeess 3 EI 3 NNN 4 Requisition Management Settings cccccsecccssecececeseeeeeceeeesseeeeseeesseeeeseeeesseeeeseeeesaeeeeas 5 Departinent SEUNS sessen drin ocra Ei EEEE E EEEE EEEE EEEE EAE 11 JE Es EEE 14 Creating a Purchase Requisition ccccceccccseeceeeececeeceeseeeeseeceseeeeeseeeeseaeeesaeeeseeeetsaeeesee
9. ation Company Prefix 2 Tax Code Enabled All Purchase Orders should post to Vat Rate 2 Zero Rated O Uses Net Gross dropdown Default B Department Settings Enabled Department Analysis Code Originating Office Oo Save Global Settings Single Level Authorisation By default this is the authorisation process followed if the Second Level Authorisation Enabled setting is not checked Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 7 This is a value based system where the system checks if the user creating approving the requisition has the authority to convert a Purchase Requisition to a Purchase Order based on the value of the requisition and the Max Value of Approval set against the user who entered the purchase requisition These levels of authorisation can be set up on a per user basis within the Single Tier Settings tab outlined later in this document Second Level Authorisation Enabled If this option is checked then the system follows an authorisation process where two people with the necessary levels of authorisation must both approve a purchase requisition before it is converted into a Purchase Order These levels of authorisation can be set up on a per user basis within the Two Tier Settings tab outlined later in this document This level of appr
10. blue hyperlink in the Code column to view the corresponding stock item details and the free stock quantity available at each warehouse Stock Detail Stock Code ABBuiltln 15 0 2 Tine Std Rate AB Built In Cookers Single TE Oven 300mm White Tax Rate 17 50 Free Stock 45 00000 Tax Code 1 Stock Tax Detail Nominal Details Description Stocks Finished Goods Cost Center Department Nominal Code 13101 Stock Warehouse Details Warehouse Name Warehouse Description Free Stock Newcastle Newcastle Store 21 00000 WAREHOUSE Warehouse 24 00000 Click on the Back button to return to the stock item list Reporting on Purchase Requisitions from Sage 200 All of the purchase requisition details entered via the web interface will be stored in new tables within the Sage 200 database therefore will be available for you to use when creating new reports or amending existing reports using the standard Sage 200 Report Designer from within Sage 200 To access the data from the Purchase Requisitions table using the Sage 200 Report Designer you may need to add the following tables to your reports depending on your specific reporting requirements e MMS354AnalysisSetting e MMS354Attachments e MMS354CompanySettings e MMS354Department e MMS354DepartmentNomAcc e MMS354EmailSetting e MMS354GlobalSettings e MMS354Originators e MMS354POReqOrderReturn Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addon
11. ctric AB Freestanding Electric 2 Ring 550mm White ABFSENHO 2 S O ABFSEAS A 2 ABFSE 13 20 2 AB Freestanding Electric 3 Ring 500mm White ABFSEA3 2L2 AB Freestanding Electric 3 Ring 550mm White ABFSEM4 O 2 O ABESE 2345878 You can also search for a particular stock item by typing part of either the stock item code or stock item name into the Search field Search cook ABBuiltIn 15 0 2 AB Built In Cookers Single Oven 300mm White ABBuiltin 15 1 2 Builtn AB Built In Cookers Single Oven 600mm White ABBuiltin 15 21 2 Built In AB Built In Cookers Single Oven 550mm White ABBuiltin 16 0 2 Built In AB Built In Cookers Double Oven 300mm White ABBuiltin 16 1 2 Built In AB Built In Cookers Double Oven 600mm White _ _ ABBuiltin 16 20 2 Built In AB Built In Cookers Double Oven 500mm White gt ABBuiltin 16 21 2 Built in AB Built In Cookers Double Oven 55omm White ABCookHoods 22 2 ABCookHoods 23 2 COOK DOUBLE OVEN COOK ELECTRIC HOB Cookers Ovens D N COOK EXTRACTOR HOOD EXTRACTOR HOOD COOK FAN OVE Built In Fan Oven PAIS IO AP HIM mm am mm Ea ew NANTAIS PAPILIAN This search is further supplemented by three more specific searches Product Group Stock Code and Stock Name search Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 32 Click on the
12. dd a free text item line Comment to add a comment line or Charge to add an additional charge similar to standard Sage 200 functionality a unr mene Standard Free Text Charge Comment Select the required line type and tab across the line entering the quantity price and discount details where applicable ts inca cin wre e ctr om Standard lard ACS BLENDER Professional Blende WAREHOL 5 11 5281 00 01 1 St Std d Rail When you have entered all requisition line details click on the green plus icon at the end of the line to update it Depending on the user settings there may be an additional column on this grid for whether the Unit Price being entered by the user is the Net price or Gross price If the Global Setting for Use Net Gross is not checked then this column will not be visible Continue adding item lines to the purchase requisition as required The Net Tax and Gross total values will update automatically as item lines are added to the purchase requisition ES NES Standard ACS BLENDER Professional Blend WAREHOUSE 5 11 52819 0 00 1 Std Rate CE NNN EE rs E ae a a EM EN Total Net 227 14 Total Tax 39 75 Total Gross 266 89 Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 17 Editing Existing Item Lines To e
13. dit an existing requisition line for example to change the nominal code for a stock item line click on the yellow pencil icon at the end of the item line Code IR HINGE Name Warehouse Part Ref Unit Discount 10 00 Unit Discount 0 10 Quantity 500 Unit Price 0 99504 1 StdRate Nominal Code 41100 Cost of Sales Default Cancel Edit the item line details as required and click on Save to return to the main purchase requisition entry screen To delete an existing item line from the requisition click on the red bin icon at the start of the line Reorder ltem Lines on a Purchase Requisition Once lines have been added to the requisition they can be reordered by simply dragging and dropping the row to where you wish the line to now be simply drag this icon up or down the table this will appear the line has been added When you have entered all of the lines on the purchase order click the Create POR button in the bottom left hand corner The requisition will then be saved and submitted for approval if required A message box will be displayed confirming the requisition number that has been created for this requisition Purchase Requisition Status x DD0000000190 Your requisition request has been successfully created Close te Web PO Requisition for Sage 200 Powered by Eureka Addons t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 18 The users who
14. e requisition This URL must include the 5200WebEntry only amend the Domain Name to store the address of the S200WebEntry e g http domainname S200WebEntry Department Settings Create Department Requisition Settings f l l Create Department Edit Department Accounts User Department Settings New Department Name Test New Department Short Code Department Settings _JIs a Global Department Create New Department Allows a Department to be created specifying the Department s Name and Short Code and whether it s a Global Department or not A Global Department is one where all Nominal Codes are assigned against it Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 12 Edit Department Accounts Create Department Edit Department Accounts User Department Settings Department to Edit Edit Department Nominal Accounts Can edit the Nominal Accounts enabled against the Department through the following screen Save Selection Cancel Account Reference Between 02100 v and 94999 v Department Filter ADM v Cost Center Filter ADM v Department Test A C Ref CC Dept Name Select All Non Trading 37 ADM ADM Income 37100 ADM ADM Interest Received 4 Finance Charge 37110 ADM ADM g v Interest Rec d Management a 37200 ADM ADM Charges 38100 ADM ADM Sal
15. ed regardless of the Tax Rate selected on the line for requisition when any requisition is converted to a purchase order the purchase order lines will all use the selected tax rate specified on this screen All Purchase Orders should post to Vat Rate 2 Zero Rated T Uses Net Gross dropdown If enabled this adds an extra column to the Line Order Entry in the Create Requisition screen from which the user can select whether they are entering the Net or Gross value in the Unit Price field e f Gross is selected the user can enter what they wish the Gross Value for the line to be the Unit Price column then the system will calculate what the unit price should be to match this Gross Value whilst taking into account the selected Tax Rate e If Net is selected the system will use the Unit Price entered and selected Tax Rate to calculate the Gross Value of the item line Department Settings Enabled If this option is enabled the system will add in the following functionality based on the Department Settings explained later e Departments are created and have nominal codes associated against these Departments e User selects a Department for each requisition from which they are assigned when creating a requisition e This limits what Nominal Codes can be assigned for each line e Users can only view Purchase Orders that have been converted from their own requisitions or can be set up to view other Purchase Orders assigned to the users
16. ehouse PT rs 2 PD Document Date 1 08 2014 Originating Office Originating Office Delivery Requested RH Supplier Ref Project Project Item Nominal Code AIC Ref CC Dept Description Default Department Test v Unit Disc Tax Del Line Type Item Code Item Description Warehouse Price Rate Free Text v 0 00000 Gross fo 0 0 0 v 000 000 ooo Create POR Cancel Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 15 In the Supplier Search field users Supplier Search NE can search for a supplier account CHROO2 by entering either the Supplier ns mains Account Reference Supplier Default Warehouse Account Name or Postcode Derek De Simply type in the first few letters and the dropdown list will automatically be filtered to display Supplier Ref ta MA the matching supplier accounts Nominal Code P001 9 Kopane Manufacturing Delivery Requested SAS OWL Select a supplier account and the Supplier Name field will be automatically populated Users can select a Default Warehouse for the purchase order although this can be changed on individual order lines if required There is a setting in the module to enable a global nominal code to be entered at the purchase requisition header level which will then overr
17. ere they were the Originator This setting allows them to view other Purchase Orders that the original Requisition has had one of the user s authorised departments assigned against it Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 14 SE Requisition Portal The requisition portal provides access to all aspects of the Web PO Requisition for Sage 200 module and can be accessed by hovering over or clicking on the Requisitions tab at the top of the screen Requisitions View POs Create PO Requisition Please note the Requisitions tab will only be visible if the View PO Requisition logged on user has been given access to requisitions Authorise PO Requisition through the Control Panel Hovering over the Requisitions icon will display a dropdown menu to allow the user to create view or authorise purchase requisitions depending on their user permissions Creating a Purchase Requisition To create a new purchase requisition hover over the Requisitions icon in the top navigation bar and click on Create PO Requisition This will open a blank purchase requisition form for the user to enter the details of the goods or services that they are requesting to order Requisitions View POs Suppliers Stock Control Panel Welcome david Log Out AG Supplier Name AU Field Label fo Default War
18. es of Assets 39 ADM ADM Other Income v Other Curren 39100 ADM ADM y v Exchange Inco Other Discount 39200 ADM ADM i Received Other Royalties 39300 ADM ADM Oy a Received Other 39400 ADM ADM Commissions w Received If a Nominal Account is selected then the user can select this when the associated Department is picked when creating a Requisition Nominal Code i392 200 ADM ADM her Discount Received AIC Ref CC Dept Description Default Department Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 13 User Department Settings Provides the functionality to select the Departments on a per user basis they can be assigned to Requisition Settings Create Department Edit Department Accounts User Department Settings Department Settings eureka i Departments user can authorise 1 selected Default Department Test T W User Can View Orders for Other Users in Assigned Dept s amp Save User Departments Default Department The Default Department selected in the Department drop down when creating a new purchase requisition Default Department User Can View Orders for Other Users in Assigned Dept s By default if the Department Settings are enabled a user can only view purchase orders that have been created from purchase requisitions wh
19. g new users Standard users are automatically logged into the default company specified for their Sage 200 username in the Control Panel Company access is restricted through the standard Sage 200 System Administrator Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 4 Setting up New Users To create new Web PO Requisition users click on the Control Panel icon in the top right hand corner of the website Note This Control Panel icon will only be Control Panel visible to Administrator users Control Panel CREATE A NEW ACCOUNT Use the form below to create a new account Passwords are required to be a minimum of 6 characters in length Click on the Users menu item on the left and click on the Create New User hyperlink Account Information User Name Type in the username e mail address and a password details for the new user and click on Create User Confirm Password Please note passwords must be a minimum of 6 characters If the licenced number of named users has already been set up in the system a message will be displayed advising that additional licences would be needed The maximum number of allowed users 25 has been reached An upgraded license is required to add more users After creating the new user an administrator can then log in and configure the user s permissions Select the ne
20. hen a message box will displayed showing both the requisition number and the purchase order number that has been created The purchase order will be created automatically in Sage 200 instantly based on the details entered on the requisition Purchase Requisition Status 0000003896 Requisition DD0000000191 successfully authorised Purchase Order 0000003896 succesfully created Close Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 19 View Existing Purchase Requisitions Users are able to view a list of existing purchase requisition Click on the Requisition icon and select View PO Requisition to view a list of all purchase requisitions that the user has access to Search Originator Search Supplier Name Search Document Number Search Supplier Reference Search Reauisiti Requistion No pan i Supplier Ref Supplier Name Originator Warehouse Status ate AB Cookers Awaiting 1st Level Approval You can also search for a particular requisition by typing the supplier account reference supplier account name or postcode into the Search field at the top of the list This search is further supplemented by four more specific searches Supplier Name Originator Name Document Number and Supplier Reference searches Requisition Requistion No Supplier Ref Supplier Date PPO0000001
21. ide the nominal code on all item lines for the purchase requisition If this setting is enabled the Nominal Code field will appear on the Create Requisition screen Nominal codes are validated as they are entered to ensure that these are valid nominal codes in the Sage 200 database Nominal Code 41100 pil Cost of Sales Default 9 Nominal Code 41100 ADM Invalid Nominal Code 7 Oo Analysis Code The Analysis Codes for the purchase requisition will be pulled through automatically PUY J Franklin from the linked Sage 200 company and can Purchasing area North be updated or amended through the web Purchasing Dept Sales oa interface as required Within the module there is also a setting to enable a global project code to be entered at the purchase requisition header level which will then set a Global Project Code for all item lines the purchase requisition If this setting is enabled the Project and Project Item field will appear on the Create Requisition screen at the header level Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 16 Adding Item Lines to a Purchase Requisition You can then add the items to the purchase requisition In the Line Type column select Standard from the dropdown to enter a standard stock item Free Text to a
22. ing your changes Once a purchase requisition has been approved and the corresponding purchase order has been created in Sage 200 the purchase requisition can no longer be amended Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 22 Printing Existing Purchase Requisitions When viewing a purchase requisition if the user has permission there is also a Print Requisition button to allow the user to create a PDF of the requisition that can then be printed or e mailed if required or click Back to return to the requisition list FE REQ DD0000000194 pdf Adobe Reader Lo e amp Myfiles dz fa 2 EN B S a za op Pa Tools Sign Comment HomeStyle Kitchens Ltd Unit 12B Western Park Requisition No DDO000000194 Bishopthorpe Document Date 21 08 2014 York Y023 6BS VAT Number AD 3766823 94 Line Item Code Description Quantity Unit Price 1 ACS BLENDER Professional Blender 5 Speed 1 2 Free Text Line 1 3 Delivery Delivery 1 Comment Line 1 TOTAL NET TOTAL VAT TOTAL GROSS The PDF generated uses a Sage 200 Report Designer requisition layout that can be amended if required A default layout file named Requisition Single layout will be created in the servername S200WebService App Data folder where servername would be replaced with the name of your server as part of
23. lier account by clicking on the blue hyperlink in the Reference column to view the corresponding supplier details Welcome demo Log Out Create PO View POs Suppliers Demo Daa Supplier Details Supplier Tax AIC Ref DIR001 Name Std Rate Name Direct Tile Importers Tax Code 1 Post Code CM3 8AS Rate 17 50 Balance Details Nominal Details Balance 6 854 64 rae SAL Credit Limit 200 000 00 Early Settlement Discount 0 00 a En Percent l Description Materials Purchases Resale C Days Early Settlement 0 Back to Suppliers Click Back to Suppliers to return to the supplier list View Stock Details and Balances You can also view stock details and check free stock levels through the web interface Click on the Stock icon in the top right hand corner of the site and a list of stock items will be displayed Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 31 nn OGGE SOLUTIONS Welcome demo Log Cut Create PO View POs Suppliers Demo Data fr 15 0 2 Built In AB Built In Cookers Ssingle Jven 300mmMWhite ABBuiltivIS 2 AB Built In Cookers Single Oven 600mm White ABBuiltiyI6 y2 Builtdn AB Built In Cookers Double Oven 300mm White ABBuiliyIg 2y2 ABCookHoods 22 2 AB Cooker Hoods Chimney White ABESEA OZ S mersenone ABESEAZ 2 2 ABFSEZ 2U2 Freestanding Ele
24. ngle Tier Settings Requisition Settings l l ene l l l i Global Settings User Settings Single Tier Settings Two Tier Settings SMTP Settings Department Settings eureka T Users Manager webuser B Max Authorisation Value 100 00 2 Can Authorise Any Requisition Save User One Tier Settings Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 10 These settings apply when using Single Level Authorisation for purchase requisitions e Users Manager If the value of the purchase requisition that this user creates or approves is above their Max Authorisation Value it will be elevated to the selected for approval e Max Authorisation Value If the value of a Requisition when created or approved is equal to or below this value the requisition will convert to a Purchase Order e Can Authorise Any Requisition When selected the users Requisitions will be converted automatically to a Purchase Order and all Requisitions waiting for approval will show up in the users Approve Requisition list Two Tier Settings Requisition Settings Global Settings User Settings Single Tier Settings Two Tier Settings SMTP Settings Department Settings eureka Originators user can authorise 1 selected Projects user can authorise 1 selected Spend Greater than OO Spend Less than 100000
25. or Sage 200 we are also happy to engage in bespoke customisation work to help tailor your Sage 200 system to meet your specific business requirements We offer free trials of our Web PO for Requisition for Sage 200 module on our demo site www eurekashowcase co uk For up to date information and details of all our addon modules for Sage 200 please refer to our website www eurekaaddons co uk Our bestselling addon modules include Our Sales Order Plus module has been specifically designed to provide fast order entry from within Sage for Sage 200 200 and aims to ensure that all information required by users entering orders is easily available from the main order entry screen Sales Orders Plus has been really successful in telesales and tradecounter environments where fast order entry and access to sales history information is vital Data Exchange for Sage 200 is ideal for two way integration between Sage 200 and 3rd party systems for example websites CRM and manufacturing systems Data Exchange allows for the transfer of information such as customer and supplier details sales and purchase orders stock records and stock levels and Cash Book transactions in either CSV or XML file formats Data Exchange for Sage 200 Our Plus Pack is a collection of over 70 individual addons for Sage 200 most of which were created as a result of customer requests The addons included in the pack range from simple sales order entry enhancements
26. or forward this for further approval if required Purchase Requisition Status x 0000003409 Requisition Demo0000000049 successfully authorised Purchase Order 0000003409 succesfully created To decline the purchase requisition simply click the red bin icon in the Decline column pop up box will then be displayed for the authoriser to enter the reason why this requisition request has been declined Please enter the reason for declining OK Cancel A The Originator for the requisition will then receive an email explaining their requisition has been declined and the status of the purchase requisition will be set to Declined View Existing Purchase Orders amp Returns Users are able to view a list of existing purchase orders and purchase returns from Sage 200 Click on the View PO icon in the top left hand corner of the site and a list of purchase orders and returns from Sage 200 will be displayed View POs Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons tor Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 25 Welcome demo Log Cut Create PO View POs Suppliers Stock Search Order e TS Se as Document No Order Date Ft Supplier Ref Supplier Name Warehouse Authorisation Status 0000003400 10 02 2012 Order ATLOOL Atlas Ranges Ltd WAREHOUSE Not required 0000003401 ABCOOL Not Authorised 0000003376 AB Cookers Not A
27. oval is hierarchical with one authoriser having to approve the purchase requisition initially before being passed to a second authoriser to then approve it Project Manager Performs Initial Authorisation If this option and the Second Level Authorisation Enabled setting are both enabled the user specified as the Project Owner of the project in Sage 200 Project Accounting will be able perform the first part of authorisation Select project Code 00000000 17 e Title Abbey Kitchen 33 Tynedale bank Selected project level Project s Costs amp Charges Contact Info Budgets Cost qty 143 00000 Revenue qty 1 00000 Cost value E 12190 00 Revenue value E 10000 00 Override sub item cost budgets E Override sub item revenue budgets Use budgets by period A Edit Delete Defaults meen This Sage User must be linked to a Web User account within the Requisition system and is redundant if Second Level Authorisation is not enabled Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 8 Company Prefix Web PO Requisition will automatically generate a sequential purchase requisition number for each new requisition This setting allows the user to specify a prefix to be used at the start of the requisition number when a requisition has been created Tax Code Enabled If enabl
28. rders then go into the standard Sage 200 authorisation process e Can be accessed anytime anywhere via any device that is connected to the Internet Purchase Requisition Approvals e Purchase requisitions created through the web can then be authorised by managers through the same interface e Authorisation can be set up to use single tier multi tier or project manager approval depending on your requirements View Supplier and Stock Details through the Website e Users can view supplier contact information on the website or via an iPad e View live stock item details and balances in real time via a web interface e Fast and powerful search functionality that searches on multiple fields Receive POs Raised from Requisitions e Once the requisition has been authorised and the PO has been created in Sage 200 users can then receive goods against the PO via the same web interface immediately updating stock levels in Sage 200 Multi Company Access e Easily switch between Sage 200 companies without the need to log out Report on Purchase Requisitions from Sage 200 e Purchase requisition tables are available to report on from within Sage 200 using the standard Sage 200 Report Designer Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 3 Installing Web PO Requisition for Sage 200 Full installation instructions for the Web PO Requi
29. rol Panel icon will not be visible to that user When all permissions have been set as required click on Save to save the new user record Requisition Management Settings To access the requisition settings click on the Control Panel icon in the top right hand corner and then click on the Requisition Management button Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons ak aa t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 6 Licence Details License Details User Options Company Eureka POP Layout Mapping POP Stylesheet Mapping Expiry Date 18 02 2015 SOP Stylesheet Mapping Company Alias No Of Users 10 10 User Nominal Codes Requisition Management Modules Requisition Only Code 92A4 9CBB 7F18 D342 63B3 B7E8 Requisition Management The Requisition Management button will lead you to the portal from where you can set up your authorisation process and user settings specific to purchase requisitions with individual tabs for Global Settings User Settings Single Tier Settings Two Tier Settings and SMTP Settings Global Settings This tab area allows you to specify the global settings for your requisition process Requisition Settings Global Settings User Settings Single Tier Settings Two Tier Settings SMTP Settings Department Settings O Second Level Authorisation Enabled _J Project Manager Performs Initial Authoris
30. s EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 33 e MMS354POReqOrderReturnLine e MMS354ProjectList e MMS354ReqNumber e MMS354ReaquisitionApproval e MMS354UserDepartments e MMS354UserPermissions Your Sage 200 Business Partner may also be able to assist with reporting on purchase requisitions using the Sage 200 Report Designer if you require assistance with this Switching between Sage 200 Companies The module allows users to switch easily between Sage 200 company databases depending on the companies that the user has been given access to through the Sage 200 System Administrator JVLUV IT LUIN To switch Sage 200 companies simply select the company that you want to access from the SR eae eee dropdown list of available companies in the top left hand corner below the logo LOG ut Demo Data Demo Data Homestyle Kitchens Logging Out of Web PO Requisition 2 demo Log Out To log out of the system click on the Log Out link under the company logo in the top left hand corner of the website Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons Arge t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 34 Contact Us Eureka Solutions have worked successfully with many Sage 200 customers over the past 10 years In addition to Web PO Requisition for Sage 200 and our other modules that we have written f
31. s 14 Adding Item Lines to a Purchase REQuiSitiOn cccccccceccceeeceeeeseeeseeeeseeeeaeeeseeeeseeesaeeess 16 EUT ETEN LINGS en 17 Reorder Item Lines on a Purchase ReEQuiSition ccsccccseecceeeceeeceeeceeseceeeceeessusenseesaes 17 View Existing Purchase Requisitions n0nn0nnennennennennennnnnsnrenrenrsnrenrnnrnnrsrrerrenrnnrsrrenrnne 19 Amending an Existing Purchase Requisition arrnnnrnnnrnnnrvnnrnnnrnnnrnnnrnnnrnnnrnnnrnnnennnennnennne 20 Printing Existing Purchase MCOUISINONS use iberiske kari medbmtmnisudde 22 Attaching Files to a Purchase Requisiti0n rarrnnrrnnnrvnnrnnnrnnnrnnnrnnnrnnnrnnnrnnnrnnnrnnnennnennnennee 22 Cancelling a Purchase Requisition ccccccccsscccseececeecesseeeeceeceseeeeeseesessaeessaeeeseeeesseeesens 23 Approve or Decline Purchase Requisitions cccccscccscccecccesecseeceecceeecaeeceeecaeecaesnaeenass 23 View Existing Purchase Orders amp FELTS Lua crexccics edeazics renere seres aan 24 Printing Existing Purchase GL gt EEE CEARA a aika 26 Receive Goods against Purchase Orders rrnrrrrarrrranrnnnrnvanevnnnnrnnrnrnnennnrnnanennnnnnnennnnennn er View PE NNN 29 View Stock Detalls and gt 1 0 30 Reporting on Purchase Requisitions from Sage 200 rrrnnrrnanrvnnnnnnnrnnnnennnrnnnnennnnennrennnnennn 32 Switching between Sage 200 COMPANIES cccceccccseccceeeeeceeeeseeeeeseecesseeeeseeeeseeeessaeeesaes 33 Logging Out of Web PO Requisition
32. screen click on the blue hyperlink for the purchase requisition number that you want to cancel and once you are viewing the requisition click on the Cancel button at the bottom of the screen The status of the purchase requisition will then be set to Cancelled Once a purchase requisition has been approved and the corresponding purchase order has been created the purchase requisition can no longer be cancelled Approve or Decline Purchase Requisitions A user can view the list of purchase requisitions that they have the authority to approve via the Authorise PO Requisition menu option in the Requisition Portal S li Orig Req No Req Date ran ne Supplier Name Warehouse Status Net Value Approve Decline Ref Us er 0000000002 21 08 2014 ABCOO1 AB Cookers WAREHOUSE webuser Awaiting Approval 2709 13 Click on the blue hyperlink in the Requisition No column to view the requisition for full details of the items on the purchase requisition before approving or declining the requisition Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 24 To approve a purchase requisition from the list simply click the green plus icon in the Approve column This will then check the user s authorisation level and either convert the requisition to a purchase order automatically in Sage 200 and mark the requisition as Approved
33. sition for Sage 200 module can be found the accompanying Web PO Requisition for Sage 200 Installation Guide Accessing Web PO Requisition for Sage 200 Web PO Requisition for Sage 200 is accessed via a web browser such as Internet Explorer or Google Chrome By default the website URL for Web PO Requisition would be http lt servername gt S200WebEntry where lt servername gt would be replaced by the name of your server where the Web PO Requisition module has been installed However this may be different depending on the alias name used in IIS when the website was installed therefore your IT department should be able to confirm the exact URL for your site Logging In LOG IN When you first log in to the Web PO Requisition module for Sage 200 after it has been installed there will only be one user set up Please enter your username and password Account Information Username Type in your username and password provided dem and click on the Log In button to access the site The default username is Administrator with the word password as the password we would strongly recommend that you reset the password for this account when you first log in Password E Keep me logged in Log In We would also recommend that you set up at least one other user with Administrator permissions in case you forget the Administrator password as this is the only way to access the Control Panel for configuring the module settings and creatin
34. splayed Welcome demo Log Cut Create PO View POs Suppliers Reference Credit Limit ABCOOL 490 397 42 AT EE _ BGT001 Chrome Decor Wholesale am eet cater enng E T T meer Direct Tile Importers erno01 Eme Swinton Whiteware Ltd Event O 200 000 00 Pe Foro U UUU OO O G HENO INTOO1 23 You can also search for a particular supplier account using our powerful search facility by typing the supplier account reference supplier name or postcode into the Search field Search NE CHROO2 a Christan Cullen Motoring Name Balanse Credit Limit N EDER 490 397 42 100 000 00 GASD I ET 00 ud portere Ltd oOo E 200 000 00 NES SYG ion Ltd 136 833 39 200 000 00 KOPON 3r Wholesale 641 00 200 000 00 Keane Manufacturing en Motoring 000 200000 00 porters Hatter extrusi sa 20000000 1040 1 Whiteware Ltd 200 000 00 PR Everest Corporation 200 000 00 soos eee 4 200 000 00 FOROGL Formica Warehouseltd 000 200 000 00 Gao GasWorks 100 351 42 200 000 00 Henor H HEN Distribution Ltd 47 25 200 000 00 Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 30 This search is further supplemented by three more specific searches Postcode Name and Reference searches You can then select a supp
35. the Web PO Requisition installation This layout file can be amended as required using the Sage 200 Report Designer but must be saved in this location to be picked up by the module when printing purchase requisitions Attaching Files to a Purchase Requisition Files such as images or PDF documents can be attached against a requisition for reference by selecting the Add View Attachments button and browsing to the location where the file is stored to upload it Files can also be dragged onto the screen to attach them using standard drag and drop functionality Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons EN t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 23 Order Lines 999 00 199 80 1198 80 Standard 2 Free Text G Attachment pdf 256 41 KB i 125 00 25 00 150 00 3 Charge Deli 20 83 4 17 25 00 4 Comment 0 0 0 1144 83 a Al Total Gross Amend PO Req Add View Attachments Print Requisition Delete Cancel Back Multiple files can be attached to each requisition Attachments can also be deleted from this screen either individually by clicking on the bin icon next to each attachment or in one go by clicking Delete All Files Cancelling a Purchase Requisition Purchase requisitions that have not yet been fully approved can be cancelled if required To cancel a purchase requisition before it has been approved go to the View PO Requisition
36. the details of what goods have been delivered Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 28 Requisitions View POs Suppliers Stock Control Panel Welcome eureka Log Out Order Detail AIC Ref BGTO01 Reference GRNOO1 Name BGT Distribution Ltd Document Date 00 2014 Short Name Narrative ia Post Code DY10 5KK Order No Order Date Status Authorisation item Code Location Qty Status Outstand ing Description Wallpaper Grey Buying Unit Roll Save Back Users can enter a Reference Date and Narrative for the Goods Received as per standard Sage 200 functionality Enter the quantity received for each item line in the Qty Received column as required and click on Save Users can part receive orders if appropriate When this screen is saved the stock quantities in Sage 200 will be automatically updated to reflect the quantities that have been received into stock Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 29 View Supplier Information You can view existing supplier records from within the web interface by clicking on the Suppliers icon in the top left hand corner of the site and a list of suppliers from Sage 200 will be di
37. tion process to be approved again From the View PO Requisition screen click on the blue hyperlink for the purchase requisition number that you want to amend and then click on the Amend PO Req button at the bottom of the screen This will open the requisition in edit mode for the user to add edit or delete lines as required Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 21 Requisitions View POs Suppliers Stock Control Panel Supplier Ser BAST Supplier Mame GasWorks i 3 Franklin Purchasing area Morth Default Warehouse WAREHOUSE Document Date 30002014 Delivery Requested 01102014 Supplier Ref 1234 TY5 Project Project lem Nominal Code AIC Ref CC Dept Description Del LineType lemCode ltem Description Warehouse Qty Unit Price pr Tax Rate Met Tax Gross ED seo ACSESPRESSOFEpso Macine WAREHOUSE 100000 653307 o 1 Ste 65331 13088 70357 O s ED Standard CA BASE DEL O Dak Base Double WAREHOUSE 3 07676 O 1 StdRate 8077 1615 9692 BT ves pan fo v om om om EER e Total Gross m Save Cancel When all required changes have been made click on Save to save the amended requisition and submit it for authorisation again or click on Cancel to return to the View Purchase Requisition list without sav
38. to some serious improvements to core Sage 200 functionality Plus Pack for Sage 200 If you wish to discuss a specific project or pricing or would like further information on Web PO Requisition for Sage 200 or any of our Sage 200 addon modules then please call our head office on 01355 581 960 or e mail us at develooment eurekasolutions co uk Web PO Requisition for Sage 200 Powered by Eureka Addons t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk
39. uthorised 9000003377 Atlas Ranges Ltd Not Authorised 0000003378 08 02 2012 GASO0L Not Authorised 0000003379 0000003380 0000003381 0000003383 08 02 2012 Order TOOL AmasRangeslid Newcastle Not required 0000003385 0000003386 0000003387 0000003388 0000003389 0000003390 0000003391 2aonoz202 08 0200 12 order Anoor Ads Ranges wa Neweaste Not Authorised sooseessss 06022012 order croc chrome Decor wrasse wanenouse Not requres Se You can also search for a particular purchase order or return by typing the supplier account reference supplier account name or postcode into the Search field at the top of the list This search is further supplemented by three more specific searches Supplier Name Document Number and Supplier Reference searches Search DON Document No pala Supplier Ref Supplier Name Authorisation Status 0000003391 OB 02 2017 Order Donaldsons Extrusions Hewcasthe Mot Authorised 0000003273 08 10 2010 order vonon Donaldsons Extrusions Net required 0000003232 01 20 2010 Donaldsons Extrusions Authorised O 0000003198 24 09 2010 order bono Donaldsons Extrusions Net required AAS 1 aS 7 ae NA Tie aldee Eateries Aether ed Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 26 Click on the blue hyperlink in the Document No column to
40. w user from the dropdown list and on the Account Management tab type in the Sage Username and Sage Password for the Sage 200 user that this web user should be linked to This is the username that will be displayed as the Order Taker on new purchase orders in Sage 200 authorised from Requisitions by this web user Having individual users will ensure a full audit log per user is tracked on purchase orders entered through the system eureka Settings Account Management Sage Connection POP SOP Permissions Sage Username eureka Sage Password Default Company Demo and Data Y Default Module WebPO Save Web PO Requisition Web PO Requisition for Sage 200 Powered by Eureka Addons for Sage 200 t 01355 581 960 e development eurekasolutions co uk www eurekaddons co uk Page 5 Click on the Permissions tab to specify which areas of the Web PO Requisition module this user should have access to Account Management Sage Connection POP SOP Permissions Permissions Check Uncheck All O O Administrator W ViewStock W Requisition ViewSupplier w ViewPO Save Tick all areas of the module that this user should have access to when they log in If a user has not been given access to any of the areas in the module then the corresponding icons will be hidden in the menu bar at the top of the website when that user logs in For example if Administrator is not ticked for a particular user then the Cont
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