This workflow form can be used by any organization to automate the entire purchase order management process including requisitions, approvals, ordering, receipt of goods, invoice management and payments. Automating this process through electronic forms ensures that time and money is not wasted on paper, phone calls, emails and faxes, and no mistakes are made along the way.
With PerfectForms' user friendly forms designer, unique visual approach for building in the workflow logic, and simple connections to facilitate integration with existing systems, you can be up and running in days not weeks or months. This form took only a few days to design and deploy!
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| Stage 1 - Login Screen
The person requesting the purchase accesses the form and the first screen he is presented with is the Login screen.
At this point, the email address fields of the Financial Manager and CEO are already populated and the purchaser is required to input his email address and the email address of his manager.
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Stage 2 - Menu Choice
The next screen of the form is the menu. The purchaser can start his purchase order request by clicking on the 'Requisition' button.
At this stage, the purchaser will only be able to access the first 3 menu choices. The rest of the menu buttons are read-only and will be accessible by other staff later in the process.
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Stage 3 - Purchase Requisition
This screen allows the purchaser to input all relevant information about his purchase including delivery details, a description of the items, costs, etc. Note that the Requisition Number at the top of the form has been automatically generated.
The purchaser can add more items to the requisition by simply clicking on the '+' button at the end of the last line item. Also, the 'Subtotal' and 'Total' fields are automatically populated with the correct amounts each time a line item is added. This avoids any errors in calculations being made.
The purchaser selects a supplier from a drop-down list and can then review the current status of the supplier by clicking on the 'Supplier Details' icon (see below).
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Stage 4 - Supplier Information
This screen presents the purchaser with details (contact and financial) about the chosen supplier. If there are problems with this supplier, the purchaser will be able to see from this screen and will then be able to choose a different one.
Note that all of these fields have been automatically pre-populated, with the data having been piped in from the supplier database of the company's CRM system.
On clicking the 'Close' button the purchaser is taken back to the 'Requisition' screen and clicks 'Next' to the 'Justification' screen.
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Stage 5 - Justification of Purchase
Here the purchaser has the opportunity to justify his purchase to his manager.
When he clicks on the 'Send' button, an email is automatically sent to his manager informing him that a purchase request has been made that requires his approval.
A link in the email takes the manager to the form where he can view the order request.
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Stage 6 - Manager Approval
The Manager approves the purchase request and, in this case, requires no further information from the purchaser.
At this point, when the manager submits the form, emails are sent to the Financial Controller and the CEO for their approval.
When approvals have been obtained from both the Financial Controller and the CEO, an email is automatically sent to the purchaser informing him that his request has been approved and the order will be placed by their accounts department.
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Stage 7 - Order Status
In this company, all orders are placed by a member of the accounts team. This person will have received an email informing them that an order needs to be placed with a link to the form.
At the menu screen, they access the 'Order Status' option. From here, they are able to print out a purchase order which contains the information previously entered by the purchaser into the 'Requisition' screen. This automatic production of the purchase order ensures that no errors are made when making the order.
On clicking the 'Send' button, the purchaser receives an email stating that the order has been placed.
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Stage 8 - Receipt of Goods
As the goods have been delivered directly to the purchaser in the HR department, the purchaser accesses the form and completes the 'Receipt of Goods' section.
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Stage 9 - Invoice Received
When the accounts department receives an invoice from the supplier, they will go into the 'Invoice' section of the form. When they have checked the invoice with the requisition details, they can choose to copy the line item and costs directly from the Purchase Order to save time, though they also have the option to input the data directly if they choose to.
At this stage, they can attach the original invoice document to the form. If the invoice is a paper document, they can scan it and attach the scanned file, or simply attach the electronic file if it is sent by email.
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| Stage 10 - Payment Status
The final stage of this process allows the accounts department to schedule a payment date and to record that the payment has been made.
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