# Purchases Module # Vendor Category ### **Module Guide: Vendor Category** #### **Module Location** #### Purchasing > Supplier > Vendor Category #### **Module Objective** #### The **Vendor Category** module is a tool for managing master data that has two primary functions: 1. #### **Classification**: To create and manage a hierarchical structure for grouping suppliers/vendors by their type (e.g., Raw Material Vendors, Service Vendors, Expedition Vendors). 2. #### **Accounting Integration**: To link each vendor category to specific accounts in the General Ledger. This setup automates the journaling process for every transaction related to suppliers within that category. ### **1. Main View (Category Structure)** #### The main page of this module displays all the vendor categories that have been created in a **tree view** format. ![Screenshot 2025-08-12 084333.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-12-084333.png) ![Screenshot 2025-08-12 084352.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-12-084352.png) ![Screenshot 2025-08-12 084424.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-12-084424.png) ![Screenshot 2025-08-12 084439.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-12-084439.png) #### **View Explanation** - #### **Hierarchical Structure**: This view shows the grouping of suppliers, such as Vend-BB - Raw Material Vendors, Vend-BS - Spare Part Vendors, and Vend-JS - Service Vendors. - #### **Navigation**: To edit a category, **double-click** on the category name. To create a new category, it is usually done by right-clicking on its parent and selecting 'Add'. ### **2. Steps to Manage a Vendor Category** #### When you create a new category or edit an existing one, you will see a detail form. #### **Step 1: Fill in Basic Category Information** #### At the top of the form, fill in the basic details of the category: - #### **Category Code**: The unique code for the category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ndJimage.png) - #### **Category Name**: The descriptive name for the category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/T3Mimage.png) #### **Step 2: Set Up Account Linking (GL Linking - Important!)** #### This section is a crucial accounting setup for automating purchasing journals. You must define the default General Ledger account for each type of payable transaction, per currency. - #### **Account for Tracking Payables**: Define the main **Account Payable** account for this category. - #### **Account for Tracking Suppliers Deposit**: Define the account for recording deposits given to vendors. - #### **Account for Tracking Suppliers Down Payment**: Define the account for recording Purchase Down Payments to vendors. #### **Step 3: Save the Settings** #### Use the buttons in the bottom-left section to save your changes: - #### **Update**: Saves the changes for this category setting only. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ligimage.png) - #### **Update ALL MASTER VENDOR**: Saves the changes and applies them to all existing vendor data under this category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5iGimage.png) - #### **Delete**: To delete the category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/d5bimage.png) ### **Tips & Important Notes** - #### The **Vendor Linked Accounts** settings must be done very carefully and in coordination with the **Accounting team** to ensure all purchase transactions are posted to the correct General Ledger accounts. - #### A good category structure will greatly simplify the process of reporting and analyzing company expenditures. - #### Use the **Update ALL MASTER VENDOR** button with caution, as it will change the accounting links for all existing vendors within that category. # Vendor Group ### **Module Guide: Vendor Group** #### **Module Location** #### Purchasing > Supplier > Vendor Group #### **Module Objective** #### The **Vendor Group** module is used to create and manage simpler and more flexible groupings of suppliers/vendors. Unlike Vendor Category, which has a hierarchical structure and accounting links, Vendor Group is typically used for reporting, filtering, or for applying specific business rules to a group of vendors. ### **1. Main View (Vendor Group List)** #### The main page of this module displays a list of all Vendor Groups that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4oZimage.png) #### **View Explanation** #### This page is for viewing and managing all existing groups. - #### **Filter**: You can search for a specific group using the search bar based on the **Group Code**. - #### **Group List**: The table below will display a summary of each group, with columns for **No.**, **Group Code**, and **Group Name**. In the example, there is one group "Lokal 1". #### **Button Functions** - #### **New**: The primary button to create a new Vendor Group. ### **2. Steps to Create a New Vendor Group** #### **Step 1: Create a New Group** #### From the Main View, click the **New** button to open the **Add Vendor Group** form. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/k5aimage.png) #### **Step 2: Fill in Group Details** #### On the form that appears, fill in the required details: - #### **Group Code**: Enter a unique code for your vendor group. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ha5image.png) - #### **Group Name**: Enter a descriptive name for the group. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/X8Aimage.png) #### **Step 3: Save the New Group** #### Click the **Save** button to save the new group. The group will now appear in the Main View. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aSkimage.png) ### **Tips & Important Notes** - #### Use Vendor Groups for flexible segmentation, for example, to group **"Local Vendors"**, **"Import Vendors"**, or **"Strategic Vendors"**. - #### After a group is created here, you can assign each vendor to the appropriate group in the **vendor master data module**. - #### This grouping will help you filter data in various purchasing and analysis reports. # Vendor ### **Module Guide: Supplier (Vendor Master Data)** #### **Module Location** #### Purchasing > Supplier > Supplier #### **Module Objective** #### The **Supplier (Vendor)** module is the master data hub for all of the company's suppliers or vendors. This is where you can create new supplier data, view, edit, and manage their complete information, ranging from address and contact details to tax information and payment terms. Accurate data in this module is crucial for the smooth operation of the entire **procure-to-pay** cycle. ### **1. Main View (Supplier List)** #### The main page of this module displays a list of all suppliers registered in the system. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uufimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all supplier master data. - #### **Filters**: You can search for a specific supplier using the search bar at the top or filter the list by **Item Category** and **Status**. - #### **Supplier List**: The table below displays a summary of each supplier, with columns such as **Vendor Code**, **Vendor Name**, **Vendor Address**, **City**, and **Status**. #### **Button Functions** - #### **New**: The primary button to create new supplier data. - #### **Delete**: To delete selected supplier data. - #### **Print**: To print the details of selected supplier data. - #### **Export To MS Excel**: To download the supplier list into an Excel format. - #### **Change Status**: To change the status of a selected supplier (e.g., from active to inactive). ### **2. Steps to Manage Supplier Data** #### The following is the complete workflow for registering a new supplier. #### **Step 1: Create a New Supplier** #### From the Main View, click the **New** button to open the **New Vendor** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7Lmimage.png) #### **Step 2: Fill in Main Supplier Details** #### Fill in all the relevant information on the form that appears. Fields marked with `(*)` are mandatory. - #### **General Information**: Fill in the **Vendor Code** (if not automatic), **Name** (Supplier Name), and select the appropriate **Vendor Category**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/whyimage.png) - #### **Tax & Bank Information**: Complete important data such as **Tax File Number**, **Document NPWP** (Tax ID Document), **Bank Name**, and **Bank Account**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/e78image.png)![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/vMSimage.png) - #### **Contact Information**: Enter the **Email Address**, **Website**, **Address**, **City**, and **Phone**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0rlimage.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8tDimage.png) - #### **Purchasing Information**: Set terms such as **Lead Time** and **Due Day** (Payment Due Day). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oJwimage.png) #### **Step 3: Add a Contact Person** #### To add a contact person from the supplier's side: 1. #### Fill in the contact person's details such as **First Name**, **Last Name**, **Job Title**, and **Email Address**. Check the **Billing PIC** (Person In Charge) box if this person is responsible for billing matters from the supplier's side. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DfDimage.png) 2. #### Click **Save** to save the contact and return to the main supplier form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/azJimage.png) ### **Tips & Important Notes** - #### Ensure you fill in the **Vendor Category** correctly as this will affect the default accounting settings for that vendor. - #### Accurately filling in the **Bank Account** data is crucial for a smooth payment process in the Accounts Payable Module. - #### The **Change Status** button on the main page is used to change a vendor's status, for example, from 'Potential' to 'Active' or 'Blacklist'. # Price List ### **Module Guide: Purchase Price List** #### **Module Location** #### Purchasing > Price Settings > Price List #### **Module Objective** #### The **Purchase Price List** module is a tool for managing the master data containing the official purchase price lists from suppliers (vendors). The settings created here will become the standard price reference used by the system when creating a Purchase Order (PO), thereby ensuring the accuracy and consistency of purchase prices. ### **1. Main View (Price List)** #### The main page of this module displays a list of all Price List documents that have been created. ![Screenshot 2025-08-12 091837.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LVyscreenshot-2025-08-12-091837.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing purchase price lists. - #### **Filters**: You can search for a specific price list by **Price List Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Price List**: The table below will display all documents that match the filters, with columns such as **Price List Number**, **Price List Date**, **Price List Status**, and **Approval**. #### **Button Functions** - #### **New**: The primary button to create a new Price List. - #### **Delete**: To delete a selected price list. ### **2. Steps to Create a New Price List** #### **Step 1: Create a New Price List** #### From the Main View, click the **New** button to open the **Create Price List** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ttximage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information: - #### **Period**: Define the start and end dates for the validity period of this price list (e.g., August 1, 2025, to August 31, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ngYimage.png) - #### **Memo**: Provide a clear description, for instance, "Raw Material Price List Vendor ABC - August 2025". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Z1zimage.png) #### **Step 3: Detail the Items and Prices** #### In the detail table at the bottom: 1. #### Click the **\[+\] Multiple Item \[-\]** link to add or remove rows. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ECnimage.png) 2. #### Enter the **Item Code** whose price is being set. 3. #### Fill in the **Price** column with the purchase price that has been agreed upon with the vendor. 4. #### The **History 1** and **History 2** columns display previous prices as a reference. 5. #### You can upload a supporting document (for example, a quotation from the vendor) in the **File upload** column. #### **Step 4: Save the Price List** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the price list as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YEcimage.png) - #### **Confirm**: To finalize the price list and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/mjtimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/6pgimage.png) ### **Tips & Important Notes** - #### The price list that is created and approved here will become the primary reference when creating a **Purchase Order**. - #### To avoid pricing and payment errors, ensure you always update the price list according to the latest agreements with vendors. - #### A price list that has been **Confirmed** will likely go to a **Price List Inbox** for an approval process by a manager. # Price List Inbox ### **Module Guide: Purchase Price List Inbox** #### **Module Location** #### Purchasing > Price Settings > Price List Inbox #### **Module Objective** #### The **Purchase Price List Inbox** module serves as the approval center for all purchase **Price List** documents that have been created and submitted. This module is used by a superior or manager to conduct a final review and provide approval before a supplier's price list officially becomes effective in the system. ### **1. Main View (Price List)** #### The main page of this module is an "inbox" that displays all price lists requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jvQimage.png) #### **View Explanation & Filters** #### This page provides a summary of all price lists that are awaiting approval. - #### **Filters**: You can search for a specific price list by **Price List Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all price lists awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Price List Number**: The unique number of the submitted Price List document. - #### **Price List Date**: The date the price list was created. - #### **Price List Status / Approval**: Icons that indicate the document's status and the approval process status. - #### **Updated By**: The name of the user who last updated the document. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Price List Inbox** module to see the list of price lists that require approval. #### **Step 2: Review the Price List Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the product details and the prices offered by the supplier. #### **Step 3: Provide Approval** #### After you open and review the price list details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing staff) creates a document in the **Price List** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed price list automatically enters the queue in this **Price List Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Price Activation**: After approval, the price list becomes the active and official price reference to be used when creating a **Purchase Order**. # Vendor Pricing Request ### **Module Guide: Vendor Pricing Request** #### **Module Location** #### Purchasing > Price Settings > Vendor Price > Vendor Pricing Request #### **Module Objective** #### The **Vendor Pricing Request** module serves as a tool to create and send official price quotation request documents to suppliers (vendors). This module is used by the purchasing team to request the latest price list for specific items before creating or updating the purchase price list in the system. ### **1. Main View (Request List)** #### The main page of this module displays a list of all Pricing Request documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iNdimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all pricing requests that have been sent to vendors. - #### **Filters**: You can search for a specific request by **Code** (Request Code) or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all requests that match the filters, with columns such as **Code**, **Vendor**, **Request Date**, and **Request Status**. #### **Button Functions** - #### **New**: The primary button to create a new Pricing Request. - #### **Delete**: To delete a selected request. ### **2. Steps to Create a Pricing Request** #### **Step 1: Create a New Request** #### From the Main View, click the **New** button to open the **Request | New - Step 1** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/paRimage.png) #### **Step 2: Select Vendor and Items (Step 1)** 1. #### On the form that appears, select the **Vendor** from the dropdown to whom you will send the pricing request. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7kiimage.png) 2. #### In the **Available Item(s)** section, select all the products whose prices you want to inquire about. Move the items from the left box to the **Selected Item(s)** box on the right using the **>>** button. 3. #### Click **Next** to proceed to the next step. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wvQimage.png) #### **Step 3: Complete and Save the Request** #### On the next screen (not shown in the image), you will likely be asked to fill in additional details such as the request date and notes for the vendor, before finally saving the pricing request document. ### **Tips & Important Notes** - #### Use this module to keep all price request processes to vendors **well-documented** within the system. - #### The document generated from here can be printed and sent officially to the vendor. - #### The response or price offer from the vendor to this request will become the basis for creating or updating the purchase **Price List** in the next module. # Vendor Pricing Inbox ### **Module Guide: Vendor Pricing Inbox** #### **Module Location** #### Purchasing > Price Settings > Vendor Price > Vendor Pricing Inbox #### **Module Objective** #### The **Vendor Pricing Inbox** module serves as the approval center for all **Vendor Pricing Request** documents that have been created. This module is used by a superior or manager to conduct a review and provide approval before an official price quotation request is sent to the supplier (vendor). ### **1. Main View (Request List)** #### The main page of this module is an "inbox" that displays all Pricing Request documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/1tcimage.png) #### **View Explanation & Filters** #### This page provides a summary of all pricing requests that are awaiting approval. - #### **Filters**: You can search for a specific request by **Code** (Request Code) or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all requests awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Code**: The unique code of the Pricing Request document. - #### **Vendor**: The name of the supplier to whom the request will be sent. - #### **Request Date**: The date the request was created. - #### **Request Status / Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected pricing requests. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Vendor Pricing Inbox** module to see the list of pricing requests that require approval. #### **Step 2: Review the Pricing Request Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the vendor's name and the list of items for which prices are being requested. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted pricing request: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5olimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing staff) creates a document in the **Vendor Pricing Request** module. 2. #### **Entering the Queue**: The saved request automatically enters the queue in this **Vendor Pricing Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Further Processing**: After approval, the Pricing Request document becomes official and can be sent to the vendor. The quotation received from the vendor can then be used to update the purchase **Price List**. # Vendor Price List ### **Module Guide: Vendor Price List** #### **Module Location** #### Purchasing > Price Settings > Vendor Price > Vendor Price List #### **Module Objective** #### The **Vendor Price List** module serves as a search or inquiry tool for viewing price lists associated with a specific supplier/vendor. This module provides a vendor-centric view, making it easy for users to find the applicable pricing schemes for a selected supplier. ### **1. Main View (Supplier List)** #### The main page of this module is a list that displays all suppliers in the system, serving as a starting point to view their price lists. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/vgLimage.png) #### **View Explanation & Filters** #### This page is for finding the supplier whose price list you wish to see. - #### **Filter**: You can search for a specific supplier using the search bar based on **Vendor Code** or name at the top. - #### **Supplier List**: The table below will display the search results. The table currently shows "...No Record...". #### **Column Explanation** - #### **Vendor Code**: The unique code for each supplier. - #### **Vendor Name**: The official name of the supplier. - #### **Vendor Address**: The address of the supplier. ### **2. Steps to Use the Module** #### **Step 1: Find the Supplier** #### Use the **Vendor Code** or name filter to search for the supplier whose price list you want to see, then click **Search**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Kmmimage.png) #### **Step 2: View the Price List** #### Click on the vendor's name in the displayed list. This action will likely take you to a new page that details all the active and previously created **Price Lists** for that vendor. #### **Workflow & Integrated Business Process** - #### This is an **inquiry tool**. The actual price data is set up and managed in the **Purchase Price List** module. - #### Use this module if you want to quickly see all the pricing schemes that apply to one specific vendor. ### **Tips & Important Notes** - #### This is a **read-only** module for viewing information, not for inputting new data. - #### It is very useful for the **Purchasing team** to quickly review the applicable prices from a vendor before creating a Purchase Order. # Event Pricing and Discount ### **Module Guide: Event Pricing and Discount** #### **Module Location** #### Purchasing > Price Settings > Event Pricing and Discount (Note: The title in the system indicates this module is related to Inventory | Event Pricing and Discount) #### **Module Objective** #### The **Event Pricing and Discount** module is used to create and manage special pricing or discount schemes that are valid for a limited time period, such as during promotional events, exhibitions, or clearance sales. This module allows you to define an "event", set its duration, and select which customers and products are included in the promotion. ### **1. Main View (Event List)** #### The main page of this module displays a list of all price promotion events that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/plhimage.png) #### **View Explanation** #### This page is for viewing and managing all existing price promotion events. - #### **Filter**: You can search for a specific event using the search bar based on **Event Name** or a date range (**Date From / Date To**). - #### **Event List**: The table below will display a summary of each event, with columns for **Event Name**, **Event Description**, **Event Start**, and **Event End**. #### **Button Functions** - #### **New Event**: The primary button to create a new price promotion event. - #### **Delete**: To delete a selected event. ### **2. Steps to Create a New Price Promotion Event** #### **Step 1: Create a New Event** #### From the Main View, click the **New Event** button to open the event creation form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/t2wimage.png) #### **Step 2: Fill in Event Details** #### On the form that appears, fill in the general details about your promotional event: ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Wx2image.png) - #### **Event Name & Event Description**: Provide a clear name and description for the event. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Qplimage.png) - #### **Event Start & Event End**: Define the start and end dates of the promotional event period. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2KUimage.png) #### **Step 3: Define the Event Scope** - #### **Customer List**: Define the event's target by selecting the customer scope, whether **All** or **Selected** (specific customers). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lSgimage.png) - #### **Item**: Use the dual-list box to select all the product items that will be included in this promo program. - #### **Location**: Define the location or warehouse where this promotion is valid. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cE9image.png) #### **Step 4: Save the Event Framework** #### Click the **Add** button to save this promotional event framework. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Sh1image.png) #### **Next Step: Filling in the Promo Prices** #### After the event framework is created, the next step is to fill in the specific promo prices or discounts for each selected item. This process is usually done by clicking on the newly created event from the Main View to open a price entry form. ### **Tips & Important Notes** - #### This module is very useful for managing special prices during limited periods, such as **trade shows, clearance sales, or holiday promos**. - #### Ensure the **Event Start** and **Event End** dates are set correctly so that the promo price activates and deactivates automatically on the right dates. - #### The prices or discounts set here will **override the regular prices** during the event period for the specified customers and products. # Price List Per Period ### **Report Module Guide: Price List by Period** #### **Module Location** #### Purchasing > Price Settings > Price List by Period #### **Module Objective** #### The **Price List by Period** report module is used to generate a historical report that displays the **last purchase price** for each item within a monthly period range. This report is very useful for tracking price changes over time and for analyzing purchasing cost trends. ### **1. Report Parameters** #### The main page of this module is a form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Gbwimage.png) #### Here is an explanation for each parameter: - #### **Item Category Type / Category**: - #### Filter the report by the product type and category you wish to analyze (e.g., FINISHED GOOD, EXPORT). - #### **Period**: - #### Select the month range (from the **As of** month to a specific month) and the **Year** to be displayed in the report (e.g., January to August 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select the product **Category** and define the **Period** range to be analyzed. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kPAimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **Display Report**: To preview the price report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HQtimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5vEimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report in a matrix format as follows: ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4HUimage.png) #### **Report Explanation**: The report is titled **LAST PO PRICE LIST REPORT** and presents historical price data from the last Purchase Order (PO) for each item, per month. - #### **Rows**: Display the **Item Code** and **Item Name**. - #### **Columns**: Display the months in your selected period. Each month has sub-columns for **Qty** (the last purchase quantity in that month) and **Harga** (Price - the last purchase price in that month). ### **Tips & Important Notes** - #### Use this report to monitor **trends of price increases or decreases** from vendors for specific raw materials or products. - #### This report is very useful for the **Purchasing team** as material for price negotiations with vendors and for the **Finance team** for cost budget planning. - #### The 'Price' data in this report is pulled from the **Purchase Order** documents that were created in that period. # Purchase Requisition ### **Module Guide: Purchase Requisition** #### **Module Location** #### Purchasing > Purchase Requisition > Purchase Requisition #### **Module Objective** #### The **Purchase Requisition (PR)** module is the starting point of the entire procurement workflow for goods or services. This module is used by any department in the company to formally submit a purchase request. An approved PR document becomes the basis for the Purchasing (Procurement) department to follow up on the procurement process. ### **1. Main View (Purchase Requisition List)** #### The main page of this module displays a list of all Purchase Requisition (PR) documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/SK2image.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing PRs. - #### **Filters**: You can search for a specific PR by **Purchase Requisition Code**, **Item Category**, or a date range (**Date To / Date From**). - #### **PR List**: The table below will display all PRs that match the filters, with columns such as **Purchase Requisition Code**, **Requestor**, **Purchase Requisition Status**, **Approval**, and **PO Created** (Whether a PO has been created). #### **Button Functions** - #### **New**: The primary button to create a new Purchase Requisition. - #### **Delete**: To delete a selected PR. - #### **Print**: To print the details of a selected PR. - #### **Change Status**: To change the status of a selected PR. ### **2. Steps to Create a Purchase Requisition** #### **Step 1: Create a New Requisition** #### From the Main View, click the **New** button to open the **Add Purchase Requisition** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/m0jimage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general request information: - #### **Purchase Request Date**: Enter the date you are making the request. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2j3image.png) - #### **Notes**: Provide a general note or explanation regarding this request. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/d0Fimage.png) - #### **Creator Department**: Select your department as the requestor (e.g., ACCOUNTING). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zgdimage.png) #### **Step 3: Detail the Required Items** #### In the detail table at the bottom: 1. #### Click the **\[+\]** icon to add an item row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Pzsimage.png) 2. #### Enter the **Item Code** and **Qty** (Quantity) that you need. 3. #### Fill in the **Reason** column to explain why the item is needed and the **ETA** (Estimated Time of Arrival) if there is a specific date. #### **Step 4: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the PR as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7Zuimage.png) - #### **Confirm**: To finalize the PR and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/g8nimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/JEHimage.png) ### **Workflow & Integrated Business Process** - #### A PR that has been **Confirmed** will go to the **Purchase Requisition Inbox** to be approved by a superior or authorized party. - #### After approval, this PR becomes the basis for the Procurement team to create a **Purchase RFQ** (if sourcing for quotations is needed) or to directly create a **Purchase Order**. ### **Tips & Important Notes** - #### Always fill in the **Reason** column clearly so the approver understands the urgency and need for the purchase. - #### Monitor the **PO Created** column on the main page to track whether your request has been actioned by the Procurement team. # Purchase Requisition Inbox ### **Module Guide: Purchase Requisition Inbox** #### **Module Location** #### Purchasing > Purchase Requisition > Purchase Requisition Inbox #### **Module Objective** #### The **Purchase Requisition Inbox** module serves as the approval center for all **Purchase Requisition (PR)** documents that have been submitted by various departments. This module is used by a superior or manager who is authorized to conduct a review and provide approval before a purchase request can be actioned by the Purchasing (Procurement) department. ### **1. Main View (Request List)** #### The main page of this module is an "inbox" that displays all Purchase Requisitions requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rbJimage.png) #### **View Explanation & Filters** #### This page provides a summary of all PRs that are awaiting approval. - #### **Filters**: You can search for a specific PR by **Document Number**, **Item Category**, or a date range (**Date to / Date from**). - #### **Request List**: The table below will display all PRs awaiting action. The table currently shows "...No Record...". #### **Column Explanation** - #### **Document Number**: The unique number of the Purchase Requisition document. - #### **Purchase Request Date**: The date the request was created. - #### **Requested By**: The name of the requestor or the submitting department. - #### **Purchase Requisition Status / Document Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected Purchase Requisitions. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Requisition Inbox** module to see the list of PRs that require approval. #### **Step 2: Review the Requisition Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the details of the requested items, the quantity, and the reason for the purchase. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted request: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more PR rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user from any department creates a document in the **Purchase Requisition** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed PR automatically enters the queue in this **Purchase Requisition Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Procurement Process**: After approval, the PR becomes a valid request and the basis for the **Procurement team to begin the procurement process**, either by creating a Purchase RFQ or directly creating a Purchase Order. # Purchase Requisition Report ### **Report Module Guide: Purchase Requisition Report** #### **Module Location** #### Purchasing > Purchase Requisition > Purchase Requisition Report #### **Module Objective** #### The **Purchase Requisition Report** module is used to generate a comprehensive report for tracking and monitoring all **Purchase Requisition (PR)** documents. With various filter options, this report allows users to see the status of each request, from when it was created and approved, to whether a Purchase Order (PO) has been created and the goods have been received. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oNlimage.png) #### Here is an explanation for each key parameter: - #### **Period**: - #### Specify the **From** and **To** date range to define the creation period of the PRs to be displayed. - #### **Status Filter**: - #### **Requisition Status**: Filter PRs by their status, for example, **Open** to see requests that are still active and unfinished. - #### **PO created**: Filter to see PRs that have or have not yet had a Purchase Order (PO) created for them. - #### **Goods Receipt created**: Filter to see PRs for which the goods have or have not yet been received (based on the Goods Receipt Note/LPB). - #### **Other Filters**: - #### You can also filter by **SPP Number** (PR Number), **Item Name**, **Buyer**, **Cost Center**, and others. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need to focus the report on the data you wish to analyze. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **Display Report**: To preview the purchase requisition report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/BCdimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Trrimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every item in every PR. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LzEimage.png) #### **Report Explanation**: This report displays a detailed list of each item line on every Purchase Requisition, grouped by the PR number. #### **Key Columns**: - #### **PR Number**: The Purchase Requisition reference number. - #### **PR By**: The requesting department or party (e.g., RND, GMP OPERATION BISCUIT). - #### **Item Code** and **Item Name**: Details of the goods or services requested. - #### **PR Qty**: The quantity requested. - #### **Need To Date**: The date the item is needed by. ### **Tips & Important Notes** - #### Use this report to monitor the **lifecycle of each purchase request**. You can track it from when it was requested and approved, to when the PO and its corresponding goods receipt were created. - #### For the requesting department, this report is useful for tracking the status of their requests. For the **Procurement team, this is a primary worklist**. - #### The **Requisition Status** and **PO created** filters are the most frequently used tools for monitoring procurement operations. # Purchase RFQ ### **Module Guide: Purchase RFQ** #### **Module Location** #### Purchasing > Purchase RFQ > Purchase RFQ #### **Module Objective** #### The **Purchase RFQ (Request for Quotation)** module is a tool for the Purchasing (Procurement) department to create and send official Request for Quotation documents to suppliers (vendors). This process is typically done after a Purchase Requisition has been approved, as a step to find and get the best price offers from several vendors. ### **1. Main View (RFQ List)** #### The main page of this module displays a list of all RFQ documents that have been created and sent to vendors. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KoGimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing RFQs. - #### **Filters**: You can search for a specific RFQ by its **RFQ number**, **Item Category**, or a date range (**Date From / Date To**). - #### **RFQ List**: The table below will display all RFQs that match the filters, with columns such as **RFQ**, **Vendor**, **RFQ Date**, **RFQ Status**, and **Approval**. #### **Button Functions** - #### **New**: The primary button to create a new Purchase RFQ. - #### **Delete**: To delete a selected RFQ. - #### **Print**: To print the RFQ document that will be sent to the vendor. - #### **Change Status**: To change the status of a selected RFQ. ### **2. Steps to Create a Purchase RFQ** #### **Step 1: Create a New RFQ** #### From the Main View, click the **New** button to open the **Create RFQ** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5Ypimage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information: - #### **Vendor**: Select the supplier (vendor) to whom you will send the RFQ. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/v1Uimage.png) - #### **Purchase Requisition**: **Important!** Click the **Pick** button to select an approved **Purchase Requisition (PR)** document. This will become the basis of your RFQ. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Qm9image.png) - #### **RFQ Date**: Enter the date the RFQ is created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HHaimage.png) - #### **Memo**: Provide additional notes if needed. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RU6image.png) #### **Step 3: Verify Item Details** #### After you select the PR in Step 2, the detail table at the bottom will be automatically populated with the requested **Item Code** and **Quantity** details. #### **Step 4: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the RFQ as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ni5image.png) - #### **Confirm**: To finalize the RFQ and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/FTbimage.png) #### **Workflow & Integrated Business Process** - #### This module is the step after a **Purchase Requisition** is approved. - #### The RFQ sent to the vendor will be answered with a price offer, which will then be recorded in the **Vendor Quotation** module. ### **Tips & Important Notes** - #### Always create an RFQ by referencing an approved **Purchase Requisition** to maintain a correct and documented procurement workflow. - #### You can create **multiple RFQ documents for the same Purchase Requisition** and send them to several different vendors to compare prices. - #### A finalized RFQ document can be printed via the **Print** button to be sent officially to the vendor. # Purchase RFQ Inbox ### **Module Guide: Purchase RFQ Inbox** #### **Module Location** #### Purchasing > Purchase RFQ > Purchase RFQ Inbox #### **Module Objective** #### The **Purchase RFQ Inbox** module serves as the approval center for all **Request for Quotation (RFQ)** documents that have been created. This module is used by a superior or manager to conduct a review and provide approval before the RFQ is officially sent to the supplier (vendor). ### **1. Main View (RFQ List)** #### The main page of this module is an "inbox" that displays all RFQ documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Zraimage.png) #### **View Explanation & Filters** #### This page provides a summary of all RFQs that are awaiting approval. - #### **Filters**: You can search for a specific RFQ by **RFQ Code**, **Item Category**, or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all RFQs awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **RFQ Code**: The unique number of the submitted RFQ document. - #### **Vendor**: The name of the supplier to whom the RFQ will be sent. - #### **Requester**: The name of the requestor or the submitting department. - #### **RFQ Date**: The date the RFQ was created. - #### **RFQ Status / Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected RFQs. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase RFQ Inbox** module to see the list of RFQs that require approval. #### **Step 2: Review the RFQ Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the vendor's name and the list of items for which prices are being requested. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted RFQ: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more RFQ rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fMjimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing staff) creates a document in the **Purchase RFQ** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed RFQ automatically enters the queue in this **Purchase RFQ Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Further Processing**: After approval, the RFQ document becomes official and can be printed to be sent to the vendor. The quotation received from the vendor can then be recorded in the **Vendor Quotation** module. # Vendor Quotation ### **Module Guide: Vendor Quotation** #### **Module Location** #### Purchasing > Purchase RFQ > Vendor Quotation #### **Module Objective** #### The **Vendor Quotation** module is used to record, compare, and select price offers received from suppliers (vendors). This module is the follow-up to the Purchase RFQ, where the purchasing team inputs all incoming offers to then select the best offer, which will be used as the reference for creating a Purchase Order. ### **1. Main View (Item List)** #### The main page of this module displays a list of items that are in the process of having price quotations collected. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rvwimage.png) #### **View Explanation**: This page groups the quotations by **Item Code**. The **Vendor Quotation** column shows how many offers have been received for each item. #### **Navigation**: To see the detailed comparison of offers for an item, click on that item's row. ### **2. Steps to Manage Vendor Quotations** #### **Step 1: Access the Comparison Page** #### From the Main View, click on the **Item Name** for which you want to manage the quotations. You will be directed to a detail page that displays all the quotations that have been received for that item. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nkSimage.png) #### **Step 2: Add a New Quotation** 1. #### On the detail page, click the **New** button to open the **Add Vendor Quotation** form. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LV3image.png) 2. #### On the form that appears, fill in all the details of the quotation received from the vendor: - #### **Quotation Number**: The quotation number from the vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YQ2image.png) - #### **Start Date & End Date**: The validity period of the offered price. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jC0image.png) - #### **Purchase Requisition Code & RFQ**: Link to the initial Purchase Requisition and RFQ documents. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8eRimage.png) - #### **Vendor**: Select the vendor providing the offer. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2v0image.png) - #### **Unit Price**: **Important!** Enter the unit price offered by the vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LNgimage.png) - #### **File Upload**: Upload the original quotation document from the vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oOwimage.png) 3. #### Click **Save** to save the quotation data. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uv1image.png) #### **Step 3: Compare and Select the Quotation** #### After all quotations from various vendors have been input, you can compare them on the detail page. Pay attention to and compare the **Unit Price** column from each vendor. #### **Step 4: Activate the Selected Quotation** #### Select the best offer by checking the box to its left, then click the **\[Set Active\]** button. The offer that is set as "Active" (marked with a green checkmark in the **Active Status** column) will become the reference price for the creation of a Purchase Order. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aM3image.png) ### **Workflow & Integrated Business Process** - #### This module is the continuation of the **Purchase RFQ**. - #### The vendor quotation whose status has been set to **Active** will become the default price when the purchasing team creates a **Purchase Order** for that item and vendor. ### **Tips & Important Notes** - #### Always upload the original quotation document from the vendor using the **File Upload** feature as proof and for audit purposes. - #### The **Set Active** action is very important as it will determine which vendor and price will be used in the subsequent purchase transaction. # Vendor Quotation Inbox ### **Module Guide: Vendor Quotation Inbox** #### **Module Location** #### Purchasing > Purchase RFQ > Vendor Quotation Inbox #### **Module Objective** #### The **Vendor Quotation Inbox** module serves as the approval center for all **Vendor Quotation** documents that have been input by the purchasing team. This module is used by a superior or manager to conduct a review and provide approval before a vendor's price offer can be activated and used for transactions. ### **1. Main View (Quotation List)** #### The main page of this module is an "inbox" that displays all quotations from vendors requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oZ8image.png) #### **View Explanation & Filters** #### This page provides a summary of all quotations that are awaiting approval. - #### **Filters**: You can search for a specific quotation by **Item/Service Code** or a date range (**Start Date / End Date**). - #### **Request List**: The table below will display all quotations awaiting action. The table currently shows "...No Data Available...". #### **Column Explanation** - #### **Vendor Quotation**: The unique number of the submitted Vendor Quotation document. - #### **Item/Service Code**: The code of the product being offered. - #### **Document Status / Approval Status**: Icons that indicate the document's status and the approval process status. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Vendor Quotation Inbox** module to see the list of quotations that require approval. #### **Step 2: Review the Quotation Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the vendor's name, the unit price offered, and the price validity period. #### **Step 3: Provide Approval** #### After you open and review the quotation details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing staff) inputs data in the **Vendor Quotation** module. 2. #### **Entering the Queue**: The saved quotation automatically enters the queue in this **Vendor Quotation Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Price Activation**: After approval, the purchasing team can **activate** the offer in the **Vendor Quotation** module (with the **Set Active** button), so that the price becomes the official reference for the creation of a **Purchase Order**. # Miscellaneous Charge ### **Module Guide: Miscellaneous Charge (Purchasing)** #### **Module Location** #### Purchasing > Miscellaneous Charge #### **Module Objective** #### The **Miscellaneous Charge** module within Purchasing serves as the master data hub for creating and managing types of additional costs associated with purchase transactions. Besides defining the name of the cost (such as Shipping Cost, Insurance Cost), this module is also crucial for setting up the **accounting link (GL Linking)**, which determines the debit and credit accounts that will be used automatically when the cost is recorded. ### **1. Main View (Charge List)** #### The main page of this module displays a list of all purchase-related additional charge types that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Jx3image.png) #### **View Explanation** #### This page is for viewing and managing all existing types of additional charges. - #### **Filter**: You can search for a specific charge using the search bar based on the **Misc Charge Code**. - #### **Charge List**: The table below displays a summary of each charge type, with columns for **Misc Charge Code** and **Misc Charge Name**. Existing examples are "BANK CHARGE", "Packing Cost", and "Freight Cost". #### **Button Functions** - #### **New**: The primary button to create a new charge type. - #### **Delete**: To delete a selected charge type. ### **2. Steps to Create a New Charge** #### **Step 1: Create a New Charge** #### From the Main View, click the **New** button to open the **Add Miscellaneous Charge** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xQlimage.png) #### **Step 2: Fill in Charge Details** #### On the form that appears, fill in the required details: - #### **Misc Charge Code**: Enter a unique code for this charge. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/u55image.png) - #### **Misc Charge Name**: Enter a descriptive name for this charge. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kIVimage.png) #### **Step 3: Set Up Allocation & Accounts** #### This is the most crucial step to ensure the integration with accounting functions correctly: - #### **Allocate Cost To**: Define how this cost will be allocated, for example, charged to the **Item** (increasing the inventory value). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bwJimage.png) - #### **Debit Type**: Select the account from the dropdown that will be **debited** (for example, the Inventory account for 'Account for tracking good inventory'). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zhdimage.png) - #### **Credit Type**: Select the account from the dropdown that will be **credited** (for example, a CASH or Accounts Payable account). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jvbimage.png) #### **Step 4: Save the Data** #### After all data is filled in, click the **Save** button to save the new charge type. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HSKimage.png) ### **Tips & Important Notes** - #### The **Debit Type** and **Credit Type** settings must be coordinated with the **Accounting team** to ensure the automated journaling that occurs in the system is correct. - #### The charges you define here will become options that can be added to purchasing documents like **Purchase Invoices** to record additional costs (**landed cost**) related to the procurement of goods. # Purchase Order Template ### **Module Guide: Purchase Order Template** #### **Module Location** #### Purchasing > Purchase Order > Purchase Order Template #### **Module Objective** #### The **Purchase Order Template** module is used to create and save templates or drafts for routine and recurring purchase orders (POs). By creating a template, you can significantly speed up the PO creation process for frequent purchases made to the same vendor for the same items, while also reducing the risk of input errors. ### **1. Main View (PO Template List)** #### The main page of this module displays a list of all PO templates that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/W1himage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing PO templates. - #### **Filters**: You can search for a specific template by **PO Template Number**, **Item Category**, or **Active** status. - #### **Template List**: The table below will display all templates that match the filters, with columns such as **PO Template Number**, **Vendor**, **Order By**, and **Status**. #### **Button Functions** - #### **New**: The primary button to create a new PO template. - #### **Print**: To print the details of a selected template. - #### **Change Status**: To change the status of a selected template (e.g., from active to inactive). ### **2. Steps to Create a New PO Template** #### **Step 1: Create a New Template** #### From the Main View, click the **New** button to open the template creation form. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ljNimage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information that will become the standard for this template: - #### **Vendor**: Select the supplier (vendor) to whom you will frequently send this order. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Oy4image.png) - #### **Payment Term**: Set the standard payment term. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/31kimage.png) - #### **Notes**: Add standard notes that will always appear on the PO. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8BHimage.png) #### **Step 3: Detail the Standard Items** #### In the detail table at the bottom: 1. #### Click the **\[+\] Multiple Item \[-\]** link to add a row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/x3zimage.png) 2. #### Enter the **Item Code**, **Qty** (the standard quantity usually ordered), and **Unit Price** that applies for this item from this vendor. 3. #### Repeat for all items you want to include in the template. #### **Step 4: Save the Template** #### After all data is filled in, click the **Save** button in the bottom-left section to save your PO draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kfvimage.png) #### **How to Use the Template** #### To use a created template, find the appropriate template in the Main View, select it, and then there will most likely be a button or action (for example, under \[Change Status\] or a separate button) to **'Create PO from Template'**. This will create a new Purchase Order document in the **Purchase Order** module that is automatically pre-filled according to the draft you created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ffgimage.png) ### **Tips & Important Notes** - #### Use this feature for all your **routine purchases** (e.g., monthly raw material purchases) to save time and ensure consistency. - #### If there is a price change from the vendor, do not forget to return to this module and **update the price** in the relevant template. # Purchase Order ### **Module Guide: Purchase Order** #### **Module Location** #### Purchasing > Purchase Order > Purchase Order #### **Module Objective** #### The **Purchase Order (PO)** module is the center of the procurement process. Its purpose is to create an official purchase order document that is sent to a supplier (vendor) to order goods or services. An approved PO is a legally binding document and serves as an authorization for the vendor to ship the goods, as well as the basis for the warehouse's goods receipt process. ### **1. Main View (Purchase Order List)** #### The main page of this module displays a list of all Purchase Orders (POs) that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/eBDimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all POs. - #### **Filters**: You can search for a specific PO by **Purchase Order Number**, **Item Category**, **Active** status, or a date range. - #### **PO List**: The table below will display all POs that match the filters, with columns such as **Purchase Order Number**, **Vendor**, **PO Dates**, **PO Status**, **Approval**, and **Invoiced** (Invoice Status). #### **Button Functions** - #### **New**: To create a new PO, usually from a Purchase Requisition or Vendor Quotation. - #### **New From Template**: To create a new PO based on a saved draft/template. - #### **Print**: To print the details of a selected PO. - #### **Change Status**: To change the status of a selected PO. ### **2. Steps to Create a Purchase Order** #### **Step 1: Create a New PO** #### From the Main View, click the **New** or **New From Template** button to open the PO creation form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/hRyimage.png) #### **Step 2: Select the Source Document (Best Practice)** #### On the form that appears, the best way to maintain workflow integrity is to pull data from an existing document: - #### Select a **Document Source** (for example, **Vendor Quotation** to pull the agreed-upon price). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3C1image.png) - #### Alternatively, click the **Purchase Requisition | Pick** button to select items from one or more approved Purchase Requisitions (PRs). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/PvUimage.png) #### **Step 3: Fill in Header Information** #### Select the **Vendor** (if not auto-filled) and verify all details such as the **PO Date** and **Payment Term**. #### **Step 4: Detail the Order Items** #### In the detail table in the middle section, ensure all **Item Code**, **Qty** (Quantity), and **Unit Price** are correct according to the quotation or requisition. You can also add additional costs in the **Add Miscellaneous Charge** section. #### **Step 5: Save and Confirm** #### After all data is filled in, use the buttons at the bottom: - #### **Save**: To save the PO as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kMyimage.png) - #### **Confirm**: To finalize the PO and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2qJimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7PKimage.png) ### **Workflow & Integrated Business Process** - #### A PO that has been **Confirmed** will go to the **Purchase Order Inbox** to be approved by a manager. - #### An approved PO is the authorization for the vendor to ship goods and becomes the basis for the **Warehouse department** for the **Goods Receipt** process. ### **Tips & Important Notes** - #### Always try to create a PO from a **Purchase Requisition or Vendor Quotation** to ensure the purchase aligns with internal requests and approved prices. - #### Use the **New From Template** button on the main page to quickly create routine POs. # Purchase Order Inbox ### **Module Guide: Purchase Order Inbox** #### **Module Location** #### Purchasing > Purchase Order > Purchase Order Inbox #### **Module Objective** #### The **Purchase Order Inbox** module serves as the approval center for all **Purchase Order (PO)** documents that have been created and submitted. This module is used by a superior or manager to conduct a final review and provide approval before a PO is officially sent to the supplier (vendor). ### **1. Main View (Purchase Order List)** #### The main page of this module is an "inbox" that displays all POs requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rcximage.png) #### **View Explanation & Filters** #### This page provides a summary of all POs that are awaiting approval. - #### **Filters**: You can search for a specific PO by **Purchase Order Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all POs awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Purchase Order Number**: The unique number of the submitted PO document. - #### **Vendor**: The name of the supplier who will receive the PO. - #### **PO Date**: The date the PO was created. - #### **PO Status / Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve** : The main action button to approve one or more selected POs. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Order Inbox** module to see the list of POs that require approval. #### **Step 2: Review the Purchase Order Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the item details, quantity, price, and other purchasing terms. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted PO: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more PO rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/vGOimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing staff) creates a document in the **Purchase Order** module and clicks **\[Confirm\]**. 2. #### **Entering the Queue**: The confirmed PO automatically enters the queue in this **Purchase Order Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Further Processing**: After approval, the PO becomes an official document that can be printed and sent to the vendor. This document also becomes the reference for the **Warehouse team** for the **Goods Receipt** process. # Purchase Order Analysis ### **Module Guide: Purchase Analysis (Purchase Order Analysis)** #### **Module Location** #### Purchasing > Purchase Order > Purchase Analysis #### **Module Objective** #### The **Purchase Analysis (Purchase Order Analysis/Review)** module serves as a tool to create, manage, and document the results of a review or analysis of purchasing activities within a specific period. Unlike a standard transactional report, this module is used to create a **formal analysis document** that can then be reviewed and approved by management. ### **1. Main View (Analysis List)** #### The main page of this module displays a list of all Purchase Analysis documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tECimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing analysis documents. - #### **Filters**: You can search for a specific analysis document by **PO Analysis Number**, **Type Name**, or a date range (**Date From / Date To**). - #### **Analysis List**: The table below will display all analysis documents that match the filters, with columns such as **PO Analysis Number**, **Period Start Date**, **Period End Date**, **PO Review Status**, and **Approval**. #### **Button Functions** - #### **New**: The primary button to create a new Purchase Analysis document. ### **2. Steps to Create a Purchase Analysis** #### **Step 1: Create a New Analysis** #### From the Main View, click the **New** button to open the **Add Purchase Order Review** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QSsimage.png) #### **Step 2: Fill in Analysis Details** #### On the form that appears, fill in the necessary information: - #### **Purchase Order Review Period**: Specify the **From** and **To** date range to define the purchasing period to be analyzed (e.g., August 1, 2025, to August 31, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iSnimage.png) - #### **Notes**: Write your notes or a summary of your analysis results in this field. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KMyimage.png) - #### **costcenter**: Allocate this analysis document to a specific cost center if needed (e.g., UMS.01.1 - ACCOUNTING). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9uFimage.png) - #### **Upload Data**: You can attach a supporting report file (for example, a processed data Excel file) via the **Choose File** button. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KNRimage.png) #### **Step 3: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the analysis document as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/EpLimage.png) - #### **Confirm**: To finalize the document and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ghCimage.png) - #### **Back**: To return to the main page. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KQtimage.png) ### **Workflow & Integrated Business Process** - #### A Purchase Analysis document that has been **Confirmed** will go to the **Purchase Analysis Approval Inbox** to be reviewed and approved by management. - #### This module is used to create **evaluation documents**, not to view raw transactions. ### **Tips & Important Notes** - #### Use this module to create periodic **performance evaluation reports** for the purchasing department (e.g., monthly or quarterly). - #### Attach the processed Excel file from other purchasing reports to the **Upload Data** field to complete your analysis and present it in one centralized document. # Purchase Order Analysis Inbox ### **Module Guide: Purchase Analysis Inbox (Purchase Order Review Inbox)** #### **Module Location** #### Purchasing > Purchase Order > Purchase Analysis Approval #### **Module Objective** #### The **Purchase Analysis Inbox (Purchase Order Review Inbox)** module serves as the approval center for all **Purchase Analysis** documents that have been created and submitted. This module is used by a superior or manager to conduct a final review and provide approval for the report containing the analysis of purchasing activities. ### **1. Main View (Analysis List)** #### The main page of this module is an "inbox" that displays all Purchase Analysis documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/dADimage.png) #### **View Explanation & Filters** #### This page provides a summary of all analysis documents that are awaiting approval. - #### **Filters**: You can search for a specific analysis document by **PO Analysis Number** or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all analysis documents awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **PO Analysis Number**: The unique number of the submitted Purchase Analysis document. - #### **Period Start Date / Period End Date**: The period covered by the analysis document. - #### **PO Review Status / Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected analysis documents. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Analysis Inbox** module to see the list of analysis documents that require approval. #### **Step 2: Review the Analysis Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the analysis notes and the uploaded supporting files. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted analysis: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more analysis rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval.![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/o0Gimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a purchasing analyst staff) creates a document in the **Purchase Analysis** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed analysis document automatically enters the queue in this **Purchase Analysis Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Finalization**: After approval, the analysis document becomes a final report and can be archived or used as a basis for strategic decision-making related to purchasing activities. # Purchase Order Analysis Report ### **Report Module Guide: Purchase Analysis Report** #### **Module Location** #### Purchasing > Purchase Order > Purchase Analysis Report #### **Module Objective** #### The **Purchase Order Analysis** report module is a powerful business analysis tool for the Purchasing department. Its purpose is to generate a detailed report of all purchase orders that not only displays transaction data but also provides a comparison of historical prices and tracks the document flow from requisition to receipt. ### **1. Report Parameters** #### The main page of this module is a simple form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3Jdimage.png) #### Here is an explanation for each parameter: - #### **Item Category Type**: - #### Use this dropdown to filter the report by the type of item category you wish to analyze. - #### **Period**: - #### Specify the **From** and **To** date range to define the period of the Purchase Orders to be analyzed (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select the **Item Category Type** and define the **Period** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/10Jimage.png) #### **Step 2: Generate the Report** #### After the parameters are set, click the **Display** button to view the analysis report. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/qQLimage.png) ### **3. Reading the Purchase Analysis Report** #### The generated report will display a highly detailed and interactive data matrix. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QC6image.png) #### **Report Explanation**: This report presents an in-depth purchasing analysis in an interactive table format, which can be sorted and filtered directly within it. #### **Key Analysis Columns**: - #### **PO Unit Price**: The actual purchase price on the PO. - #### **PrevPrice**: The previous purchase price for the same item. - #### **MasterPrice**: The standard or master price stored in the system. - #### **avgPrice(3M)**: The average purchase price in the last 3 months. #### **Document Tracing Columns**: - #### The **PRNumber** (Purchase Requisition Number), **PONumber** (PO Number), and **RCVNumber** (Goods Receipt Number) columns allow you to track the complete document flow for each transaction. #### **Report Features**: - #### This report is equipped with export buttons for various formats such as CSV, Excel, and PDF. ### **Tips & Important Notes** - #### Use this report to analyze **price variance**. Compare the **PO Unit Price** with the **MasterPrice** or **avgPrice(3M)** to identify purchases where the price has increased, decreased, or deviated from the standard. - #### This report is crucial for **Purchasing Managers** to evaluate buyer performance and the effectiveness of price negotiations with vendors. - #### The document tracing columns are very useful for **internal audit** purposes. # Purchase Order Report ### **Report Module Guide: Purchase Order Report** #### **Module Location** #### Purchasing > Purchase Order > Purchase Order Report #### **Module Objective** #### The **Purchase Order Report** module is used to generate a highly comprehensive and flexibly filterable report for all Purchase Order (PO) activities. This report is a primary operational tool for tracking order status, monitoring purchasing activity, and analyzing procurement data in detail. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/dM7image.png) #### Here is an explanation for each key parameter: - #### **Period**: - #### Specify the creation date range of the POs for which data will be pulled. - #### **Document & Related Party Filters**: - #### You can search by a specific **PO Number**, **Vendor**, **Item**, or **Buyer**. - #### **Status Filter**: - #### **PO Status**: Filter by the PO's status (e.g., open, closed, approved). - #### **Goods Receipt created**: Filter to see POs for which the goods have or have not yet been received (based on the Goods Receipt Note/LPB). - #### **PO invoiced**: Filter to see POs that have or have not yet been billed by the vendor. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need from the comprehensive list to focus the report on the data you wish to analyze. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **Display Report**: To preview the purchase order report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kzgimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4NEimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every item in every PO. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Fgfimage.png) #### **Report Explanation**: This report displays a detailed list of each item line on every Purchase Order, grouped by the PO number. #### **Key Columns**: - #### **PO Number** and **PO Date**: Basic information of each order. - #### **Account Name**: The name of the supplier (vendor). - #### **Buyer**: The name of the responsible purchasing staff. - #### **Item Code, Item Name**: Details of the goods or services ordered. - #### **Qty, Price**: The quantity and price of each item. - #### **PR Number**: The original Purchase Requisition reference number. ### **Tips & Important Notes** - #### Use this report to monitor the **lifecycle of each purchase order**. You can track it from when the PO was created to whether the goods have been received and invoiced. - #### For the **Procurement team**, this is a crucial daily operational report for monitoring the status of all outstanding orders. - #### Filtering by the **Goods Receipt created** and **PO invoiced** statuses is very useful for performing reconciliation with the Warehouse and Accounting teams. # Purchase Invoice ### **Module Guide: Purchase Invoice** #### **Module Location** #### Purchasing > Purchase Invoice > Purchase Invoice #### **Module Objective** #### The **Purchase Invoice** module is the center of the payables recording process. Its purpose is to record the official bill or invoice received from a supplier (vendor). This process is crucial because this is what formally creates the **Accounts Payable** in the accounting system. ### **1. Main View (Purchase Invoice List)** #### The main page of this module displays a list of all Purchase Invoices that have been recorded. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Yjhimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all purchase invoices. - #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range. - #### **Invoice List**: The table below displays all invoices that match the filters, with important columns such as **Invoice Number**, **Due Date**, **Vendor Name**, and **Payment Status**. #### **Button Functions** - #### **New**: To create a **Regular Purchase Invoice** (based on a PO and goods receipt). - #### **New Direct**: To create a **Direct Purchase Invoice** (without a PO, e.g., for utility bills). - #### **Edit Due Date**: To change the due date of a selected invoice. - #### **Print**: To print the details of an invoice. ### **2. Steps to Create a Purchase Invoice** #### **A. Creating a Regular Purchase Invoice (Based on PO)** #### This is the most common method and aligns with best practices (three-way matching). 1. #### From the Main View, click the **New** button. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/G6Cimage.png) 2. #### On the **Add Purchase Invoice** form, select the **Vendor**. The system will display a list of relevant **Purchase Order Numbers** in the list box. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uS3image.png) 3. #### Select one or more Purchase Orders (and their related Goods Receipt/RR numbers) that correspond to the bill from the vendor, then click **Get Detail**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/G26image.png) 4. #### The system will automatically populate the item detail table below according to the PO and goods receipt data. 5. #### **Important**: Enter the original invoice number from the vendor in the **Invoice No.** field. Double-check all details, especially the dates (**Invoice Date**, **Due Date**) and the total value. 6. #### Click **Confirm** to finalize the invoice. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4qaimage.png) #### **B. Creating a Direct Purchase Invoice** #### This method is used for bills that are not related to inventory purchases via a PO. 1. #### From the Main View, click the **New Direct** button. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xXgimage.png) 2. #### On the form that appears, you will be able to enter bills not related to inventory purchases (such as for electricity, rent, or consulting services) by selecting the vendor and directly choosing the expense account to be debited. ### **Workflow & Integrated Business Process** - #### The **three-way matching** process between the Purchase Order, Goods Receipt, and Purchase Invoice is a best practice for internal control. - #### An invoice that has been **Confirmed** will automatically create a payable record in the **Accounts Payable Module** and will be ready to be scheduled for payment. - #### A confirmed invoice will likely go to the **Purchase Invoice Inbox** to be approved. ### **Tips & Important Notes** - #### Always prioritize creating purchase invoices using the regular method (based on a PO) to maintain data integrity. - #### Entering the original invoice number from the vendor in the **Invoice No** field is crucial for the reconciliation process with the vendor. # Purchase Invoice Inbox ### **Module Guide: Purchase Invoice Inbox** #### **Module Location** #### Purchasing > Purchase Invoice > Purchase Invoice Inbox #### **Module Objective** #### The **Purchase Invoice Inbox** module serves as the approval center for all **Purchase Invoice** documents that have been input and submitted. This module is used by a superior or manager to conduct a final review and provide approval before a vendor's invoice is officially recorded as an accounts payable. ### **1. Main View (Invoice List)** #### The main page of this module is an "inbox" that displays all Purchase Invoices requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xfyimage.png) #### **View Explanation & Filters** #### This page provides a summary of all invoices that are awaiting approval. - #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all invoices awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Invoice Number**: The unique number of the submitted Purchase Invoice document. - #### **Invoice Date**: The date the invoice was created. - #### **Vendor Name**: The name of the supplier associated with the invoice. - #### **Status / Approval Status**: Icons that indicate the document's status and the approval process status. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Invoice Inbox** module to see the list of invoices that require approval. #### **Step 2: Review the Invoice Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input and match it with supporting documents like the **Purchase Order** and the **Goods Receipt Note**. #### **Step 3: Provide Approval** #### After you open and review the invoice details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., an AP staff) creates an entry in the **Purchase Invoice** module and clicks **\[Confirm\]**. 2. #### **Entering the Queue**: The confirmed invoice automatically enters the queue in this **Purchase Invoice Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Finalizing the Payable**: After approval, the invoice becomes a legitimate and official accounts payable, is recorded in the **Accounts Payable Ledger**, and is ready to be scheduled in the payment process. # Void Purchase Invoice ### **Module Guide: Void Purchase Invoice** #### **Module Location** #### Purchasing > Void Purchase Invoice #### **Module Objective** #### The **Void Purchase Invoice** module is an administrative tool used to **void** a purchase invoice that has been incorrectly recorded in the system. The "void" process is different from "delete"; "void" will keep a record of the invoice in the system but give it a "canceled" status and automatically create a reversing journal to neutralize its accounting impact. This is the correct accounting procedure for maintaining an **audit trail**. ### **1. Main View (Purchase Invoice List)** #### The main page of this module displays a list of active purchase invoices that can be voided. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/paJimage.png) #### **View Explanation & Filters** #### This page is for finding and selecting the invoice to be voided. - #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Invoice List**: The table below will display all invoices that match the filters, with columns such as **Invoice Number**, **Invoice Date**, **Purchase Order Number**, and **Vendor Name**. #### **Button Functions** - #### **Void**: The main action button to run the voiding process on a selected invoice. ### **2. Steps to Void a Purchase Invoice** #### **Step 1: Find the Invoice** #### Use the available filters, especially the **Invoice Number** search bar, to find and locate the purchase invoice you wish to void. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4Ewimage.png) #### **Step 2: Select the Invoice** #### Select one or more invoices to be voided by checking the box in the leftmost column of the corresponding row(s). #### **Step 3: Run the Voiding Process** #### Click the **Void** button in the bottom-left section of the page. The system will likely ask for your confirmation before proceeding with the voiding process. Once confirmed, the invoice's status will change to "voided". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iNYimage.png) ### **Tips & Important Notes** - #### The 'Void' process **does not delete the invoice data**, it only deactivates it. This is important for maintaining the integrity and completeness of historical data. - #### After an invoice is voided, the system will automatically create a **reversing journal** to neutralize the accounting impact of the original invoice (e.g., debiting accounts payable and crediting the related expense/asset account). - #### Ensure you have sufficient **authorization** before voiding an invoice, as this action will directly affect the company's payable records. - #### This module is generally used by the **Accounting (AP - Account Payable)** team. # Purchase Return Requisition ### **Module Guide: Purchase Return Requisition** #### **Module Location** #### Purchasing > Purchase Return Requisition > Purchase Return Requisition #### **Module Objective** #### The **Purchase Return Requisition** module is used to create an official request document to initiate the process of returning goods to a supplier (vendor). This is the first step in the return workflow, where a department (e.g., Warehouse or Quality Control) submits a return request which then needs to be approved before the goods are physically returned. ### **1. Main View (Return Requisition List)** #### The main page of this module displays a list of all Purchase Return Requisition documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cwIimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all return requisitions. - #### **Filters**: You can search for a specific requisition by **Purchase Return Requisition Code**, **Item Category**, or a date range (**Date to / Date from**). - #### **Requisition List**: The table below will display all requisitions that match the filters, with columns such as **Purchase Return Requisition Code**, **Category**, **Date**, **Requestor**, and **Approval Status**. #### **Button Functions** - #### **New**: The primary button to create a new Return Requisition. - #### **Delete**: To delete a selected requisition. - #### **Print**: To print the details of a selected return requisition. ### **2. Steps to Create a Purchase Return Requisition** #### **Step 1: Create a New Requisition** #### From the Main View, click the **New** button to open the **Add Purchase Return Requisition** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/u0Limage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information for the return request: - #### **Purchase Return Requisition Date**: Enter the date you are creating the request. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fnsimage.png) - #### **Vendor**: Select the supplier whose goods are to be returned. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/VYJimage.png) - #### **RR Number**: **Important!** Select the original **Receiving Report** number. This will link the return to the initial shipment from the vendor and load the item details automatically. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DeQimage.png) - #### **Purchase Return Requisition Category**: Select the category or reason for the return (e.g., 'Item Damage'). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZzXimage.png) #### **Step 3: Detail the Items to be Returned** #### After selecting the RR Number, the item details will appear in the table below. Enter the quantity of goods to be returned in the **Return Quantity** column. #### **Step 4: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the requisition as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/1Btimage.png) - #### **Confirm**: To finalize the requisition and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wEvimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/05fimage.png) ### **Workflow & Integrated Business Process** - #### A requisition that has been **Confirmed** will go to the **Purchase Return Requisition Inbox** to be approved. - #### After approval, this document becomes the basis for creating the actual **Purchase Return** document and subsequently an **AP Debit Note** to reduce the payable to the vendor. ### **Tips & Important Notes** - #### Always refer to the original **RR Number** to ensure the return data is accurate and can be traced back to its initial receipt transaction. - #### This module is typically used by the **Warehouse or Quality Assurance teams**, who are the first to identify the need to return goods. # Purchase Return Requisition Inbox ### **Module Guide: Purchase Return Requisition Inbox** #### **Module Location** #### Purchasing > Purchase Return Requisition > Purchase Return Requisition Inbox #### **Module Objective** #### The **Purchase Return Requisition Inbox** module serves as the approval center for all **Purchase Return Requisition** documents that have been submitted. This module is used by a superior or manager to conduct a review and provide approval before the process of returning goods to a supplier can proceed. ### **1. Main View (Return Requisition List)** #### The main page of this module is an "inbox" that displays all Purchase Return Requisitions requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/OzPimage.png) #### **View Explanation & Filters** #### This page provides a summary of all return requisitions that are awaiting approval. - #### **Filters**: You can search for a specific return requisition by **Document Number**, **Item Category**, or a date range (**Date to / Date from**). - #### **Request List**: The table below will display all requisitions awaiting action. The table currently shows "...No Record...". #### **Column Explanation** - #### **Document Number**: The unique number of the Purchase Return Requisition document. - #### **Purchase Return Requisition Date**: The date the request was created. - #### **Requested By**: The name of the requestor or the department that submitted the return. - #### **Status / Document Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected return requisitions. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Return Requisition Inbox** module to see the list of return requisitions that require approval. #### **Step 2: Review the Requisition Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the details of the items to be returned, the quantity, and the reason for the return. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted return requisition: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/VnNimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a warehouse or QA staff) creates a document in the **Purchase Return Requisition** module. 2. #### **Entering the Queue**: The **Confirmed** requisition automatically enters the queue in this **Purchase Return Requisition Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Further Processing**: After approval, the Return Requisition becomes the valid basis for the **Warehouse team to prepare the return of the goods** and for the **Accounting (AP) team to create a Debit Note** to reduce the payable to the vendor. # Purchase Return ### **Module Guide: Purchase Return** #### **Module Location** #### Purchasing > Purchase Return > Purchase Return #### **Module Objective** #### The **Purchase Return** module is a transactional module used to create the official document for returning goods to a supplier (vendor). This document is created after an approved Purchase Return Requisition. Its function is to authorize the physical release of goods from the warehouse and to become the basis for the accounting department to issue a Debit Note to reduce the payable. ### **1. Main View (Purchase Return List)** #### The main page of this module displays a list of all Purchase Return documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5kAimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all purchase return transactions. - #### **Filters**: You can search for a specific return by **Purchase Return Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Return List**: The table below will display all returns that match the filters, with columns such as **Purchase Return Number**, **Vendor**, **Purchase Return Date**, and **Purchase Return Status**. #### **Button Functions** - #### **New**: The primary button to create a new Purchase Return document. - #### **Delete**: To delete a selected return document. ### **2. Steps to Create a Purchase Return** #### **Step 1: Create a New Return Document** #### From the Main View, click the **New** button to open the **Add Purchase Return** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xutimage.png) #### **Step 2: Select the Source Document** #### On the form that appears, fill in the header information: - #### **Vendor**: Select the supplier whose goods are to be returned (e.g., PT. ABCAWA). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/E1iimage.png) - #### **Document Source**: **Important!** Select the source document that is the basis for the return. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/CLKimage.png) - #### **Purchase Return Requisition**: The recommended method, which is to select from an already approved return request. - #### **Receipt Report**: Selecting directly from the initial goods receipt document. - #### **Receipt Report Number**: After selecting the source, choose its specific document number. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/orJimage.png) #### **Step 3: Verify the Returned Items** #### After selecting the source document, the detail table at the bottom will be automatically populated with the relevant items. Verify the **Item Code** and **Qty** (quantity) to be returned. #### **Step 4: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the return document as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oJJimage.png) - #### **Confirm**: To finalize the document and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/e5uimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/l85image.png) #### **Workflow & Integrated Business Process** - #### This module is the follow-up to an approved **Purchase Return Requisition**. - #### A **Confirmed** and approved Purchase Return document will become the basis for the **Accounts Payable (AP) team to create a Debit Note** to reduce the payable to the vendor. - #### This process will also instruct the **Warehouse to release the goods and reduce the inventory records**. ### **Tips & Important Notes** - #### To maintain data integrity, always create a Purchase Return based on a valid source document, ideally from an approved **Purchase Return Requisition**. - #### This document is the formal proof of the release of returned goods from the company. # Purchase Return Inbox ### **Module Guide: Purchase Return Inbox** #### **Module Location** #### Purchasing > Purchase Return > Purchase Return Inbox #### **Module Objective** #### The **Purchase Return Inbox** module serves as the approval center for all **Purchase Return** documents that have been created and submitted. This module is used by a superior or manager to conduct a review and provide approval before the goods are physically returned to the supplier and a financial adjustment (Debit Note) is created. ### **1. Main View (Return List)** #### The main page of this module is an "inbox" that displays all Purchase Return documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wyBimage.png) #### **View Explanation & Filters** #### This page provides a summary of all returns that are awaiting approval. - #### **Filters**: You can search for a specific return by **Purchase Return Number**, **Item Category**, or a date range (**Date to / Date from**). - #### **Request List**: The table below will display all returns awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Purchase Return Number**: The unique number of the Purchase Return document. - #### **Vendor**: The name of the supplier who will receive the returned goods. - #### **Purchase Return Date**: The date the return document was created. - #### **Purchase Return Status / Approval**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Mass Approve**: The main action button to approve one or more selected purchase returns simultaneously. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Return Inbox** module to see the list of returns that require approval. #### **Step 2: Review the Return Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the details of the returned products, the quantity, and the reference to the original receipt document. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted return data: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more return rows you wish to approve. 3. #### Click the **Mass Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Pbhimage.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a warehouse staff) creates a document in the **Purchase Return** module. 2. #### **Entering the Queue**: The **Confirmed** return document automatically enters the queue in this **Purchase Return Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Further Processing**: After approval, the return document becomes the valid basis for the **Warehouse team to ship the goods back** and for the **Accounting (AP) team to create a Debit Note** to reduce the payable to the vendor. # Purchase Coasting Sheet ### **Module Guide: Purchase Costing Sheet** #### **Module Location** #### Purchasing > Purchase Costing > Purchase Costing #### **Module Objective** #### The **Purchase Costing Sheet** module is used to calculate the total **landed cost** of goods. This module allows you to add and allocate additional costs (such as transportation, insurance, customs duties) to the value of goods that have been received from a supplier. The goal is to obtain a more accurate inventory value (COGS). ### **1. Main View (Costing Sheet List)** #### The main page of this module displays a list of all Purchase Costing Sheet documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KcAimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all additional cost allocation documents. - #### **Filters**: You can search for a specific document by **Purchase Costing Sheet Number** or a date range (**Date From / Date To**). - #### **Document List**: The table below will display all documents that match the filters, with columns such as **Purchase Costing Sheet Number**, **Purchase Order Number**, **Payable to**, and **Total Amount**. #### **Button Functions** - #### **New**: The primary button to create a new Purchase Costing Sheet. - #### **Print**: To print the details of a selected document. - #### **Delete**: To delete a selected document. ### **2. Steps to Create a Purchase Costing Sheet** #### **Step 1: Create a New Document** #### From the Main View, click the **New** button to open the **Add Purchase Costing Sheet** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/n1Himage.png) #### **Step 2: Fill in Additional Cost Details** #### On the form that appears, fill in the information regarding the additional cost incurred: - #### **Document Date**: Enter the date the additional cost occurred. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ns3image.png) - #### **Extra Cost**: Select the type of additional cost from the dropdown, for example, "Transportation Cost". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/71bimage.png) - #### **Amount**: Enter the value of the cost. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9Hkimage.png) - #### **Payable to**: Specify to whom this cost must be paid, whether to the same **Vendor** or to **Others**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/MKKimage.png) #### **Step 3: Allocate the Cost to Goods Receipts** 1. #### In the **Goods Receipt** list box on the right, select one or more Goods Receipt documents to which you want to add the cost. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/hFAimage.png) 2. #### Click the **Get Detail** button. The system will display the item details from that goods receipt, and you can begin allocating this additional cost to those items. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7izimage.png) #### **Step 4: Save and Confirm** #### After all data is filled in and the cost has been allocated, use the buttons in the bottom-left section: - #### **Save**: To save the document as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Tyfimage.png) - #### **Confirm**: To finalize the document. This action will update the inventory value. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/1Pximage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/M5limage.png) #### **Workflow & Integrated Business Process** - #### This process is performed **after** goods have been received and a Goods Receipt document has been created. - #### A confirmed Costing Sheet will update the **inventory value (COGS)** of the related items. - #### This document will also create a **new payable** to the party designated in the **Payable to** column, which will be processed through the Accounts Payable module. ### **Tips & Important Notes** - #### This module is crucial for an accurate **Cost of Goods Sold (COGS)** calculation, especially for imported goods that have many additional costs. - #### Ensure you allocate costs correctly to all relevant items in a single shipment to get an accurate COGS value per item. # Purchase Coasting Sheet Inbox ### **Module Guide: Purchase Costing Sheet Inbox** #### **Module Location** #### Purchasing > Purchase Costing > Purchase Costing Sheet Inbox #### **Module Objective** #### The **Purchase Costing Sheet Inbox** module serves as the approval center for all **Purchase Costing Sheet** documents that have been submitted. This module is used by a superior or manager to conduct a review and provide approval before the allocation of additional costs (landed cost) is officially applied to the inventory value. ### **1. Main View (Costing Sheet List)** #### The main page of this module is an "inbox" that displays all costing sheet documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lM4image.png) #### **View Explanation & Filters** #### This page provides a summary of all cost allocation documents that are awaiting approval. - #### **Filters**: You can search for a specific document by **Purchase Costing Sheet Number** or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all documents awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Purchase Costing Sheet Number**: The unique number of the costing sheet document. - #### **Purchase Order Number**: The related Purchase Order reference number. - #### **Payable to**: The party who will receive payment for this additional cost. - #### **PCS Status / Approval**: Icons that indicate the document's status and the approval process status. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Purchase Costing Sheet Inbox** module to see the list of costing sheets that require approval. #### **Step 2: Review the Costing Sheet Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the type of additional cost, its amount, and how the cost was allocated to the items in the goods receipt. #### **Step 3: Provide Approval** #### After you open and review the costing sheet details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., a cost accounting staff) creates a document in the **Purchase Costing Sheet** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed document automatically enters the queue in this **Purchase Costing Sheet Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **Updating Inventory Value**: After approval, the additional cost is officially added to the **inventory value (HPP/COGS)** of the related items, and a new payable (if any) will be created. # Void Purchase Coasting Sheet ### **Module Guide: Void Purchase Costing Sheet** #### **Module Location** #### Purchasing > Void Purchase Costing #### **Module Objective** #### The **Void Purchase Costing Sheet** module is an administrative tool that is used to **void** a Purchase Costing Sheet document that has already been created. This process is necessary if an error occurred in the recording or allocation of additional costs. The "void" action will create a reversing journal to neutralize the accounting impact of the original document. ### **1. Main View (Costing Sheet List)** #### The main page of this module displays a list of active Purchase Costing Sheets that can be voided. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/efEimage.png) #### **View Explanation & Filters** #### This page is for finding and selecting the costing sheet document to be voided. - #### **Filters**: You can search for a specific document by **Purchase Costing Sheet Number** or a date range (**Date From / Date To**). - #### **Document List**: The table below will display all documents that match the filters, with columns such as **Purchase Costing Sheet Number**, **Purchase Order Number**, **Payable to**, and **Payment Status**. #### **Button Functions** - #### **Void**: The main action button to run the voiding process on a selected document. ### **2. Steps to Void a Purchase Costing Sheet** #### **Step 1: Find the Document** #### Use the available filters, especially the **Purchase Costing Sheet Number** search bar, to find and locate the document you wish to void. #### **Step 2: Select the Document** #### Select one or more documents to be voided by checking the box in the leftmost column of the corresponding row(s). #### **Step 3: Run the Voiding Process** #### Click the **Void** button in the bottom-left section of the page. The system will likely ask for your confirmation before proceeding with the voiding process. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/dUXimage.png) ### **Tips & Important Notes** - #### The 'Void' process does not delete the data, but rather cancels it and creates a reversing journal to maintain an **audit trail**. - #### Voiding a Costing Sheet will **revert the inventory value** back to its state before the additional cost was allocated. - #### Ensure you have sufficient **authorization** before voiding this document, as it will affect the **COGS (Cost of Goods Sold)** value and payable records. - #### This module is generally used by the **Accounting or Cost Control** teams. # Letter Of Credit ### **Module Guide: Letter of Credit (LC)** #### **Module Location** #### Purchasing > Letter of Credit > Letter of Credit #### **Module Objective** #### The **Letter of Credit (LC)** module is a special tool used to manage import purchase transactions that use the Letter of Credit payment method. This module is used to record LC details, link them to the relevant Purchase Order, and track the stages and completeness of the documents required during the import process. ### **1. Main View (LC List)** #### The main page of this module displays a list of all Letter of Credit documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2pUimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all LC transactions. - #### **Filters**: You can search for a specific LC by **LC Number** or a date range (**Date From / Date To**). - #### **LC List**: The table below will display all LC documents that match the filters, with columns such as **LC Number**, **LC Date**, **Due Date**, **Purchase Order No**, **LC Status**, and **Approval Status**. #### **Button Functions** - #### **New**: The primary button to create a new LC document. ### **2. Steps to Create an LC Document** #### **Step 1: Create a New LC Document** #### From the Main View, click the **New** button to open the LC creation form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZLGimage.png) #### **Step 2: Fill in LC Header Information** #### On the form that appears, fill in the general information and LC details: - #### **LC Information**: Enter the **LC Number** (if not automatic), **LC Date**, **Expired Date**, and **Due Date**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rFWimage.png) - #### **References & Related Parties**: ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rFWimage.png) - #### **Purchase Order Number**: Select the Purchase Order whose transaction is guaranteed by this LC. - #### **Seller Bank (Exporter)**: Select the Seller's Bank. - #### **Buyer Bank (Importer)**: Select the Buyer's Bank. - #### **Carrier**: Select the goods shipping company. #### **Step 3: Monitor the Purchasing Steps** #### Use the detail table at the bottom as a **checklist** to monitor the completeness of documents and the stages of the import process. - #### Update the **Document Status** column for each stage (for example, from Incomplete to Complete) as you complete or receive the relevant documents, such as **Customs Documents** or the **Importer Identification Number**. #### **Step 4: Save and Confirm** #### After all data is filled in, use the buttons in the bottom-left section: - #### **Save**: To save the LC document as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/N4Cimage.png) - #### **Confirm**: To finalize the document and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cWgimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/XyXimage.png) ### **Tips & Important Notes** - #### This module is crucial for import transactions that require a payment guarantee through a bank. - #### Always update the **Document Status** at each stage to ensure the progress status of the LC process in the system is always accurate. - #### A **Confirmed** LC document will likely go to the **LC Approval** module to be validated by management. - #### This module is generally used by the **Procurement (Import) and Exim** teams. # Letter of Credit Inbox ### **Module Guide: LC Approval (Letter of Credit Inbox)** #### **Module Location** #### Purchasing > Letter of Credit > LC Approval #### **Module Objective** #### The **LC Approval (Letter of Credit Inbox)** module serves as the approval center for all **Letter of Credit (LC)** documents that have been created and submitted. This module is used by a superior or manager to conduct a final review and provide approval before the LC document is considered valid and the process can continue with the bank and the supplier. ### **1. Main View (LC List)** #### The main page of this module is an "inbox" that displays all LC documents requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LDGimage.png) #### **View Explanation & Filters** #### This page provides a summary of all LC documents that are awaiting approval. - #### **Filters**: You can search for a specific LC by **LC Number** or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all LC documents awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **LC Number**: The unique number of the submitted LC document. - #### **LC Date**: The date the LC document was created. - #### **Purchase Order No**: The related Purchase Order reference number. - #### **Seller Bank / Buyer Bank**: The names of the seller's and buyer's banks. - #### **LC Status / Approval Status**: Icons that indicate the document's status and the approval process status. #### **Button Functions** - #### **Approve**: The main action button to approve one or more selected LC documents. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **LC Approval** module to see the list of LCs that require approval. #### **Step 2: Review the LC Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the LC value, key dates, the parties involved, and the completion status of supporting documents. #### **Step 3: Provide Approval** #### After you have reviewed and are certain about the submitted LC data: 1. #### Return to the main **Inbox** page. 2. #### Check the box in the leftmost column for one or more LC rows you wish to approve. 3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7N9image.png) ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., an import staff) creates a document in the **Letter of Credit** module and clicks **Confirm**. 2. #### **Entering the Queue**: The confirmed LC automatically enters the queue in this **LC Approval** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval. 4. #### **LC Activation**: After approval, the LC document becomes active, and the next process, such as dealing with the bank, can begin. # Transaction Journal ### **Report Module Guide: Transaction Journal (Purchasing)** #### **Module Location** #### Purchasing > Transaction Journal #### **Module Objective** #### The **Transaction Journal** module within Purchasing is a comprehensive reporting and drill-down center for all transactions related to the procurement cycle. Its purpose is to display all the details of accounting journal entries that originate from purchasing activities, goods receipts, and supplier invoices in a single, integrated view. ### **1. Main View (Transaction Report Center)** #### The main page of this module is an interactive report equipped with various filtering tools to help you find specific transaction data. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xn3image.png) #### **Advanced Filter Functions** #### The top section of the page provides various filters to screen the data: - #### **Journal Number**: To search by a specific journal or source document number. - #### **Date From / To**: Specify a date range to limit the transaction period. - #### **Chart Of Accounts**: Filter transactions that only affect a specific account (e.g., the Accounts Payable account). - #### **costcenter / Project**: Filter transactions that are only allocated to a specific department or project. #### **Table Column Explanation** #### The main table will display the details of each journal line, including **Journal Number**, **Account**, **Debit**, **Credit**, **Cost Center**, **Project Name**, and a very detailed **Description** that links to source documents like Purchase Invoices (VIN) and Goods Receipts (RCI). #### **Main Button Functions** - #### **Search / Show All**: To apply the filters or display all data again. - #### **Export To MS Excel / Export To CSV File**: An important feature to download the displayed data for further processing outside the system. - #### **Print**: To print the displayed report. ### **2. Usage Example (Case Study)** #### **Case**: The Purchasing team wants to see the complete journaling details of a Purchase Invoice. #### **Steps**: 1. #### Open the **Transaction Journal (Purchasing)** module. 2. #### Set the **Date** range to the known transaction date. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Y1Aimage.png) 3. #### Enter the invoice number in the **Journal Number** search bar (if known) or filter by **costcenter** or **Project**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Z6kimage.png) 4. #### Click **Search**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Z0pimage.png) 5. #### The result will display all journal lines for that invoice, such as **VAT IN** (Input VAT), **ACCOUNT PAYABLE TRADE**, and **AP UNVOUCHERED TRADE** (Temporary/Unvouchered Payable). ### **Tips & Important Notes** - #### This module is **read-only**. You cannot create or modify transactions here. - #### This is a very useful tool for the **Purchasing and Accounting (AP)** teams to perform reconciliations and to trace purchase transaction histories in detail. - #### Use the **Export to MS Excel** feature for more in-depth analysis of purchasing data. # Cost Ratio Transporter ### **Report Module Guide: Transporter Cost Ratio (Purchasing)** #### **Module Location** #### Purchasing > Reports > Transporter Cost Ratio #### **Module Objective** #### The **Transporter Cost Ratio** report module within the Purchasing menu is used to generate a report that analyzes the cost ratio of **inbound logistics**. This report calculates the percentage of the shipping cost against the value of the goods purchased from a supplier. This is a Key Performance Indicator (KPI) for measuring the cost-efficiency of logistics and procurement. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/VG3image.png) #### Here is an explanation for each parameter: - #### **State / Province**: - #### Filter the report by the origin area of the shipment, whether **All**, per **Island**, or **Selected** (Specific Province). - #### **Expedition**: - #### Select the scope of shipping services, whether **All** or **Selected** (Specific Expedition). - #### **From WH / Destination**: - #### Filter by the origin and destination warehouses. - #### **Shipment Date**: - #### Specify the **From** and **To** date range to define the goods receipt period to be analyzed (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, for example, a **Shipment Date** range and a specific **Expedition** to compare efficiency. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QtPimage.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9bIimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the analysis report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Braimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sAhimage.png) ### **Tips & Important Notes** - #### Use this report to compare the cost-efficiency of **inbound shipping** among various expedition companies. - #### Analyzing the cost ratio per shipping origin (**From WH**) can help in making decisions about vendor selection or purchasing logistics strategies. - #### This report is an important performance measurement tool for the **Logistics and Purchasing** teams. # Stock Purchase Analysis ### **Report Module Guide: Purchase Stock Analysis (Actual Stock Report)** #### **Module Location** #### Purchasing > Reports > Purchase Stock Analysis #### **Module Objective** #### The **Purchase Stock Analysis (Actual Stock Report)** module is used to generate a report that analyzes the actual inventory condition from a purchasing perspective. This report is crucial for helping the purchasing team make the right decisions, by classifying items based on their movement speed (fast/slow moving) and their availability status (overstock/understock). ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/66dimage.png) #### Here is an explanation for each parameter: - #### **Item**: - #### Filter the report for **All** items, by **Category**, or a specific **Item**. - #### **Material Status**: - #### Filter items by their movement speed, for example, **Fast** moving or **Slow** moving. - #### **Overstock Status**: - #### Filter items by their stock status, for example, **Normal**, **Overstock**, or **Understock**. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially combining the **Material Status** and **Overstock Status** filters to get the most relevant list of items. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Lbnimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **View Report**: To preview the stock analysis report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LBKimage.png) - #### **Export To Excel**: To download the report data in an Excel file format. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Dhsimage.png) ### **3. Reading the Stock Analysis Report** #### The generated report will display a list of items along with their stock status and supporting purchase data. Its key columns will include: ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xKnimage.png) - #### **Outstanding Purchase Requisition**: The quantity that is still in the purchase request process. - #### **Outstanding Purchase Order**: The quantity that has been ordered from a vendor but not yet received. - #### **Available Warehouse Item**: The physical stock quantity available in the warehouse. - #### **Monthly Usage**: The average monthly usage or sales. - #### **Current Stock Status**: The current status of the item (e.g., Fast Moving, NORMAL). ### **Tips & Important Notes** - #### Use this report to make **smarter purchasing decisions**. For example, prioritize the purchase of items with the status "Fast Moving" and "Understock". - #### **Avoid reordering** items with the status "Slow Moving" and "Overstock" to prevent inventory pile-up in the warehouse. - #### This report is a fundamental tool for the **Procurement and PPIC (Production Planning and Inventory Control)** teams for efficient inventory management. # Purchase Order Report ### **Report Module Guide: Purchase Order Report** #### **Module Location** #### Purchasing > Reports > Purchase Order Report #### **Module Objective** #### The **Purchase Order Report** module is used to generate a comprehensive and highly filterable report for all Purchase Order (PO) activities. This report is a primary monitoring tool for tracking the PO lifecycle, from its approval status, goods receipt status, to its invoice status. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3dbimage.png) #### Here is an explanation for each key parameter: - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Advanced Status Filter**: - #### **Approval Status**: Filter POs by their approval status (e.g., still pending or already approved). - #### **Good Received Status**: Filter POs by the status of goods receipt at the warehouse. - #### **Invoice Status**: Filter POs by the status of the invoice from the vendor. - #### **PO Date**: - #### Specify the creation date range of the POs to be displayed (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need from the comprehensive list to focus the report on the data you wish to analyze. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **Display Report**: To preview the purchase order report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/l95image.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/amkimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every item in every PO. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0s9image.png) #### **Report Explanation**: The report will display a detailed list of each item line on every Purchase Order. #### **Key Columns**: - #### **Purchase Order Number** and **PO Date**: Basic information of each order. - #### **Vendor Name**: The name of the supplier. - #### **Item Code, Item Description**: Details of the goods or services ordered. - #### **Qty, Price, Total Amount**: The quantity and value of each ordered item. ### **Tips & Important Notes** - #### Use this report to monitor the complete **lifecycle of each purchase order**. - #### For the **Warehouse team**, the **Good Received Status** filter is very useful for tracking which orders are expected to arrive from suppliers. - #### For the **Accounting (AP) team**, the **Invoice Status** filter is very useful for tracking POs that do not yet have a billing invoice from the vendor. # Purchase Coasting Sheet Report ### **Report Module Guide: Additional Cost Report (Purchase Costing Sheet Report)** #### **Module Location** #### Purchasing > Reports > Additional Cost Report #### **Module Objective** #### The **Additional Cost Report (Purchase Costing Sheet Report)** module is used to generate a report that details all **Purchase Costing Sheet** documents. This report is used to summarize and review all additional costs (**landed cost**) such as transportation fees, insurance, or customs duties, that have been allocated to purchase transactions. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9YIimage.png) #### Here is an explanation for each parameter: - #### **Purchase Costing Sheet Date**: - #### Specify the **From** and **To** date range to display costing sheet documents created within that period (e.g., August 1, 2025, to August 31, 2025). - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the date range in the **Purchase Costing Sheet Date** fields and select the **Vendor** scope. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/6YIimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the additional cost report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4CHimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rhpimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every additional cost allocation document. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Rj5image.png) #### **Report Explanation**: This report will display a list of all Purchase Costing Sheet documents within the selected period, although this example shows empty data ("Data Empty"). #### **Key Columns**: - #### **Vendor Name**: The name of the main goods supplier. - #### **Purchase Costing Sheet Number**: The reference number of the cost allocation document. - #### **Purchase Order Number**: The related PO number. - #### **Payable to**: The party to be paid for the additional cost. - #### **Extra Cost**: The type of additional cost that was allocated. - #### **Amount**: The value of the additional cost. ### **Tips & Important Notes** - #### Use this report to summarize the **total additional costs** in a single period, which is useful for analyzing logistics and import costs. - #### This report is a recapitulation of the data input in the **Purchase Costing Sheet** module. - #### This is an important report for the **Accounting and Cost Control teams** to monitor **landed cost** and ensure that HPP (Cost of Goods Sold) is calculated accurately. # Linked Account Report ### **Report Module Guide: Linked Account Report (Purchasing)** #### **Module Location** #### Purchasing > Reports > Linked Account Report #### **Module Objective** #### The **Linked Account Report** module for Purchasing is used to display the mapping or "linking" between each supplier (vendor) and their specific accounts in the General Ledger. This report is a crucial verification tool for the accounting team to ensure that every vendor has been connected to the correct GL accounts for various types of payable transactions. ### **1. Report Parameters (Filter)** #### The main page of this module is a simple form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/M04image.png) #### Here is an explanation for each parameter: - #### **Item Category**: - #### Use this dropdown to filter vendors based on the product category they supply. - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select the parameters you need to focus the report. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the linked account report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zXHimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sCfimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details the account links per vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Iitimage.png) #### **Report Explanation**: This report displays a matrix of the account links for each vendor. - #### **Rows**: Each row represents one vendor (**Account Name**). - #### **Columns**: The main columns, such as **Liability Account for Tracking Payables**, **Account for Vendor Down Payment**, and **Account for Vendor Deposits**, show the transaction types, along with the linked GL account for each. #### **Workflow & Integrated Business Process** - #### This report is a reflection of the settings configured in the **Purchasing > Supplier > Vendor Category** module. - #### The Accounting team should use this report periodically to verify that all vendors are linked to the correct GL accounts to ensure the integrity of the financial statements. ### **Tips & Important Notes** - #### If you find a vendor whose 'Account Link' is incorrect or empty in this report, immediately correct the settings in the **Vendor Category** module or the vendor master data. - #### This report is an important **audit tool** to ensure the automated journaling process for the purchasing cycle is functioning correctly. # Pending Purchase Order ### **Report Module Guide: Pending Purchase Order Report** #### **Module Location** #### Purchasing > Reports > Pending Purchase Order #### **Module Objective** #### The **Pending Purchase Order Report** module is used to generate a list of all Purchase Orders (POs) that are still in an open or "pending" status. This means the goods or services ordered in those POs have not yet been fully received from the supplier. This report is an important monitoring tool for following up on outstanding orders. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lVKimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Purchase Type**: - #### Select the type of purchase you wish to display, whether **Local** or **Import**. - #### **Start Date / To Date**: - #### Specify the creation date range of the POs to be displayed (e.g., August 1, 2025, to August 31, 2025). - #### **Type**: - #### Select the report's level of detail: **Summary** or **Detail**. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Vendor** scope, **Purchase Type**, and the date range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/IZsimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the pending PO report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/87Fimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/95dimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which details every pending PO. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Axnimage.png) #### **Report Explanation**: This report will display a list of all Purchase Orders for which the goods have not yet been fully received. #### **Key Columns**: - #### **Vendor**: The name of the supplier. - #### **PO Date**: The date the PO was created. - #### **Purchase Order No**: The reference number of the pending PO. - #### **Item Name**: Details of the product ordered. - #### **PO Quantity**: The quantity ordered. ### **Tips & Important Notes** - #### Use this report routinely to **follow-up** with vendors on orders that have not yet arrived. - #### This report is crucial for the **Procurement team** to ensure goods arrive on time and to provide information to the **PPIC team** regarding estimated material arrival. - #### A PO will disappear from this report once its goods receipt status in the system is complete. # Unmatch Purchase Order ### **Report Module Guide: Unmatched PO Report** #### **Module Location** #### Purchasing > Reports > Unmatched Purchase Order #### **Module Objective** #### The **Unmatched PO Report** module is used to generate a report that identifies discrepancies between the quantity of goods ordered on a Purchase Order (PO) and the quantity of goods received on the Goods Receipt Note (LPB/RR). This report is a crucial control tool for detecting **short shipments** or **over shipments** from suppliers. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2BXimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Purchase Type**: - #### Select the type of purchase you wish to display, whether **Local** or **Import**. - #### **Start Date / To Date**: - #### Specify the creation date range of the POs to be checked (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Vendor** scope, **Purchase Type**, and the date range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DkMimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the unmatched PO report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ClVimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kZUimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which details every PO that has a quantity mismatch. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/LGYimage.png) #### **Report Explanation**: This report will display a list of Purchase Orders where there is a difference between the quantity ordered and the quantity received. #### **Key Columns for Analysis**: - #### **Purchase Order**: The PO number being analyzed. - #### **PO Quantity**: The quantity ordered on the PO. - #### **RR Qty**: The quantity received at the warehouse (based on the Goods Receipt Note). - #### **Status**: Shows the status of the mismatch. ### **Tips & Important Notes** - #### Use this report routinely to **identify shipping problems** from vendors quickly. - #### Every line that appears on this report **requires follow-up**, either by communicating with the vendor for clarification or with the warehouse team for re-verification of the receipt. - #### This report is crucial for the **Procurement and Accounting (AP) teams** to ensure the company only pays according to the quantity of goods actually received. # Document Flow Report ### **Report Module Guide: Document Flow Report (Purchasing)** #### **Module Location** #### Purchasing > Reports > Document Flow Report #### **Module Objective** #### The **Document Flow Report** module for Purchasing is used to generate a report that tracks the entire end-to-end document flow of the procurement process. This report visually links one document to the next, starting from the **Purchase Requisition**, to the **Purchase Order**, **Goods Receipt**, **Purchase Invoice**, and finally to the **Payment (Cash Book)**. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/A2simage.png) #### Here is an explanation for each parameter: - #### **Document No**: - #### Use this field to search for and trace the flow of one specific document number (for example, a Requisition number or a PO number). - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Date From / To**: - #### Specify the date range of the documents whose flow you want to see. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need to focus the report on the transaction(s) you wish to trace. #### **Step 2: Generate the Report** #### After the parameters are set, click one of the two buttons at the bottom: - #### **Display Report**: To preview the document flow report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zwQimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nauimage.png) ### **3. Reading the Document Flow Report** #### The generated report will display the interlinked document flow for each purchase request. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/q4Nimage.png) #### **Report Explanation**: This report displays the purchasing document flow, grouped by **Vendor**. #### **Document Flow Structure**: This report shows the complete flow from left to right: 1. #### **Request Number**: The initial stage (Purchase Requisition). 2. #### **Purchase Order Number**: The official order to the vendor. 3. #### **Receipt Report Number**: Proof of goods receipt at the warehouse. 4. #### **Invoice Number**: The bill from the vendor. 5. #### **Cash Book**: Proof of payment to the vendor. #### **Document Status**: Pay attention to the status next to each document number (e.g., \[approved\], Not Paid) to know its progress at each stage. ### **Tips & Important Notes** - #### Use this report to get a complete picture of a purchase order's **lifecycle**, from the initial request until it is paid in full. - #### This report is very useful for the **Procurement and AP (Account Payable)** teams to track document status and identify bottlenecks in the process. - #### If the **Invoice Number** or **Cash Book** columns are still empty, it indicates that the process has not yet been completed up to the billing or payment stage. # Price List Comparison Report ### **Report Module Guide: Price List Comparison Report** #### **Module Location** #### Purchasing > Reports > Price List Comparison Report #### **Module Objective** #### The **Price List Comparison** report module is used to generate a report that compares the purchase price of an item from various sources, such as from different suppliers (vendors) or from different price lists. This report is an important analysis tool for ensuring the company gets the best purchase price. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2m6image.png) #### Here is an explanation for each parameter: - #### **Document**: - #### Select the type of document to be compared, for example, **Purchase**. - #### **Status**: - #### Use this dropdown to filter by document status. - #### **Date**: - #### Specify the **From** and **To** date range for the price lists to be compared (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Date** range and other filters you need. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the comparison report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rP7image.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zwfimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which compares the prices for the same item. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RtCimage.png) #### **Report Explanation**: The report will display a price comparison for each item from various sources. #### **Content**: Although the example is empty, this report will contain a column for the **Item Name**, and several subsequent price columns. Each price column will represent an offer from a different vendor or from a different price list, allowing you to **compare them side-by-side**. ### **Tips & Important Notes** - #### Use this report **before creating a Purchase Order** to ensure you are selecting the vendor with the best price offer. - #### This report is a very useful tool for the **Procurement team** in conducting price negotiations and vendor performance evaluations. - #### This report's data is pulled from the **Vendor Quotation** and **Price List** modules that you have previously input. # Uninvoiched Purchase Order ### **Report Module Guide: Uninvoiced PO Report** #### **Module Location** #### Purchasing > Reports > Uninvoiced Purchase Order #### **Module Objective** #### The **Uninvoiced PO Report** module is used to generate a list of all Purchase Orders (POs) for which the goods have likely been received but the invoice has not yet been received or recorded in the system. This report is a crucial control tool for managing **accrued liabilities** and ensuring all obligations to vendors are recorded. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/d6kimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **PO Date**: - #### Specify the **From** and **To** PO creation date range to be displayed (e.g., August 1, 2025, to August 31, 2025). - #### **Location**: - #### Filter the report by location or warehouse. - #### **Show**: - #### Select the report's level of detail: **Summary** or **Detail**. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **PO Date** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rZ4image.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the uninvoiced PO report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/PUQimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/XqKimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every PO that still has a remaining balance to be billed. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7JKimage.png) #### **Report Explanation**: This report will display a detailed list of each Purchase Order that still has a quantity or value yet to be billed by the vendor. #### **Key Columns**: - #### **Purchase Order Number**: The reference PO number. - #### **Item Name**: Details of the product yet to be billed. - #### **Remaining Qty**: The remaining quantity that has not been invoiced. - #### **Remaining Amount Uninvoiced**: The remaining value that has not been invoiced. - #### **Total Remaining**: The total remaining bill per Purchase Order. ### **Tips & Important Notes** - #### Use this report at **month-end** to identify purchases that need to be recorded as an **accrued expense**. - #### This report serves as a **"worklist"** for the Accounting (AP) team to **follow-up** with vendors who have not yet sent their invoices. - #### The **Remaining Amount Uninvoiced** column is a key indicator of potential liabilities that have been incurred but have not yet been officially recorded in the accounts payable ledger. # Purchase Requisition Report ### **Report Module Guide: Purchase Requisition Report** #### **Module Location** #### Purchasing > Reports > Purchase Requisition Report #### **Module Objective** #### The **Purchase Requisition Report** module is used to generate a comprehensive report for tracking and monitoring the status of all **Purchase Requisition (PR)** documents. With various filter options, this report allows users to see the status of each request, from the moment it is created until whether a Purchase Order (PO) has been created for it. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5heimage.png) #### Here is an explanation for each key parameter: - #### **Date From / To**: - #### Specify the creation date range of the PRs for which data will be pulled. - #### **PO Created**: - #### Filter requisitions based on whether a Purchase Order (PO) has been created for them yet or not (**Yes / No / Both**). - #### **Request Closed**: - #### Filter based on whether the request has been closed or is still open (**Yes / No / Both**). - #### **Department**: - #### Use this dropdown to filter requisitions originating from a specific department. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need to focus the report on the data you wish to analyze. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **View Report**: To preview the purchase requisition report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lzzimage.png) - #### **Export To Excel**: To download the report data in an Excel file format. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xvbimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every item in every PR. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/GwLimage.png) #### **Report Explanation**: This report displays a detailed list of each item line on every Purchase Requisition. #### **Key Columns**: - #### **Purchase Requisition Date**: The date the request was created. - #### **Notes**: The reason or note from the requestor. - #### **Item Code** and **Item Name**: Details of the goods or services requested. - #### **Requested Quantity**: The quantity requested. - #### **Purchase Order No**: The PO number created based on this request (if it already exists). ### **Tips & Important Notes** - #### Use this report to monitor the **lifecycle of each purchase request**. Filtering **PO Created** with the **'No'** option will give you a worklist of requisitions that need to be actioned by the Procurement team. - #### For the requesting department, this report is useful for tracking whether their request has been processed into a PO yet or not. # Purchase Return Report ### **Report Module Guide: Purchase Return Report** #### **Module Location** #### Purchasing > Reports > Purchase Return Report #### **Module Objective** #### The **Purchase Return Report** module is used to generate a detailed list of all return transactions or goods returns made to suppliers (vendors) within a specific period. This report is used to monitor, summarize, and analyze purchase return activities. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wGBimage.png) #### Here is an explanation for each parameter: - #### **Report Type**: - #### Use this dropdown to filter the report by the type or category of the returned product (e.g., RAW MATERIAL). - #### **Vendor**: - #### Select the vendor scope for the report: **All** or **Selected Vendor(s)**. - #### **Period**: - #### Specify the **From** and **To** date range to define the period of returns to be displayed (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **Period** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7VEimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the return report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/USkimage.png) - #### **Export To Excel**: To download the report data in an Excel file format. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/qfIimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every return transaction and links it to the initial documents. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Dm3image.png) #### **Report Explanation**: This report will display a list of all purchase return documents. #### **Key Columns**: - #### **Purchase Return**: Displays the Number and Date of the return document. - #### **Goods Receipt**: Displays the Number and Date of the original goods receipt document. - #### **Purchase Order**: Displays the Number and Date of the original Purchase Order. - #### **Item Code, Item Name, Qty**: Details of the product and the quantity that was returned. ### **Tips & Important Notes** - #### Use this report to **analyze return trends** from a specific vendor or for a specific product. - #### This report is a recapitulation of the data input in the **Purchase Return** module. Ensure all return data has been recorded correctly. - #### This report is very useful for the **Procurement and Warehouse teams** to track the complete document flow and goods return process. # Purchasing Progress Report ### **Report Module Guide: Purchasing Progress Report** #### **Module Location** #### Purchasing > Reports > Purchasing Progress Report #### **Module Objective** #### The **Purchasing Progress Report** module is used to generate a report that tracks the end-to-end progress of the procurement process. This report allows users to trace a request from the **Purchase Requisition (PR)** stage, on to the **Purchase Order (PO)**, and through to the **Goods Receipt (Receipt Report)** stage. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/pIoimage.png) #### Here is an explanation for each key parameter: - #### **Document Number Filter**: - #### You can search by a specific number such as **Purchase Requisition No**, **Purchase Order Number**, or **Receipt Report Number**. - #### **Purchase Requisition Date**: - #### Specify the creation date range (**Date From** and **To**) of the Purchase Requisitions you wish to see the progress of. - #### **Status Filter**: - #### **PO Created**: Filter based on whether a PR has had a PO created for it or not. - #### **Request Closed**: Filter based on whether a PR has been closed or is still open. - #### **Other Filters**: - #### Comprehensive filters such as **Item Code**, **Department**, and others are available to narrow down the search results. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need to focus the report on the data you wish to analyze. #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons at the bottom: - #### **View Report**: To preview the purchasing progress report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rYCimage.png) - #### **Export To Excel**: To download the report data in an Excel file format. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bhQimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every stage in the procurement process. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Vuaimage.png) #### **Report Explanation**: This report presents purchasing progress data in a table format that tracks each stage from left to right. #### **Document Flow Structure**: - #### **Requisition**: This section displays all details from the initial Purchase Requisition, including the **Requested Quantity**. - #### **Purchase Order**: Displays the details of the PO created based on the requisition, including the **PO Qty**. - #### **Receipt Report Number**: Displays the goods receipt document number if it has been received at the warehouse, along with the **Receive Date** and **RR Qty** (Received Quantity). #### **Analysis Columns**: Pay attention to the **Requested Quantity**, **PO Qy**, and **RR Qty** columns to compare the quantities that were requested, ordered, and received. The **Remaining** column shows the balance yet to be received. ### **Tips & Important Notes** - #### Use this report to get a complete overview of the status of every purchase request. - #### This report is very useful for the **requesting department** to track the status of their requests and for the **Procurement team** to monitor orders that are pending receipt. - #### If the **Receipt Report Number** column is still empty, it means the goods from the related PO have not yet been received at the warehouse. # Vendor Evaluation Based On PO Report ### **Report Module Guide: Vendor Evaluation Based On PO** #### **Module Location** #### Purchasing > Reports > Vendor Evaluation Based On PO #### **Module Objective** #### The **Vendor Evaluation Based On PO Report** module is used to generate a scorecard or performance evaluation report for suppliers (vendors). This report assesses suppliers based on historical data from Purchase Orders (POs) and related transactions, using key metrics such as quality, on-time delivery, and price. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Vfrimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Select **All** to evaluate all vendors, or select **Selected Vendor(s)** for a specific vendor. - #### **Period**: - #### Specify the end date ('cut-off') for the evaluation period (e.g., August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Vendor** scope and the evaluation **Period**. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/1O7image.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the evaluation report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wKkimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jaEimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed scorecard report like the following. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oXUimage.png) #### **Report Explanation**: This report presents a performance scorecard for each vendor, which allows for direct comparison. #### **Key Columns for Analysis**: - #### **Total PO**: The number of Purchase Orders from that vendor during the evaluation period. - #### **Index Value**: Displays a numerical score for **Quality**, **Delivery**, and **Price**. A higher score indicates better performance. - #### **Lead Time Value**: Analyzes the delivery lead time performance, whether it was **Exact** (On-Time), **Slow** (Late), or other statuses. - #### **Cause Of Delays**: Shows the number of delivery delays from the vendor. ### **Tips & Important Notes** - #### Use this report as an **objective basis** when conducting **performance review meetings** with your key vendors. - #### High scores in **Quality, Delivery, and Price** indicate a vendor with excellent performance. - #### Data for this report is pulled from various modules, including **Purchase Order, Goods Receipt**, and likely **Quality Control**. # Purchase Register ### **Report Module Guide: Purchase Register Report** #### **Module Location** #### Purchasing > Reports > Register Report #### **Module Objective** #### The **Purchase Register Report** module is used to generate a "register book" or a detailed transactional record of all purchasing activities. This report can be generated based on a **Purchase Order** or an **Invoice**, thereby providing a complete record of all purchases within a single period. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/akFimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Use this dropdown to select a specific vendor or leave it blank for all vendors. - #### **Based On**: - #### A key filter to determine the data basis for the report: - #### **Invoice**: Displays the register based on purchase invoices that have already been recorded. - #### **Purchase Order**: Displays the register based on purchase orders that have been created. - #### **Date Goods Receipt**: - #### Specify the **From** and **To** goods receipt date range to define the report's period (e.g., August 1, 2025, to August 14, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select the **Vendor** scope, the **Based On** report basis, and define the date range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/SI6image.png) #### **Step 2: Generate the Report** #### After all parameters are set, click the **Display Report** button in the bottom-left section of the page to see the report. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uH4image.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every purchase transaction. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/MVlimage.png) #### **Report Explanation**: This report displays a list of all purchase transactions in detail and in sequence, functioning as a "purchasing diary". #### **Key Columns**: - #### **Date**: The date of the transaction. - #### **Vendor Code, Vendor Name, Vendor Category**: Detailed information about the supplier. - #### The report will also include the **item details, quantity, and value** of each transaction. ### **Tips & Important Notes** - #### Use this report as a **"purchasing diary"** for audit purposes or for summarizing daily/weekly/monthly transactions. - #### The **Based On** selection is very important. Choose **Invoice** to see what has become an official liability, and **Purchase Order** to see the purchasing commitments that have been made. - #### This is an important operational report for the **Procurement and Accounting (AP)** teams.