Purchase Orders - Corporate
A corporate purchase order is a business process which enables placing orders for products or services from vendors, contractors, or suppliers. This is a two-part process which involves first managing the purchase order through Ungerboeck, and after the goods have been supplied the invoice is managed through Kofax and E5.
Applications involved:
- Ungerboeck: UB is the software which stores and manages purchase orders of accounts in the business. The application handles the creation and approval process of the order and creates the receipt after payment occurs.
- E5: This is an application which handles the invoice and accounts payable documents of the business.
- Kofax: This is the application which can scan information from documents, where it will be used for the invoice. Refer to the “Accounts Payable – Invoice Entry” process for more details on its use.
Workflow Diagram
- First a purchase order will be created in Ungerboeck in the suppliers' account for the correct kind of purchase type. It is delegated to the correct person depending on cost and the order sent to the supplier and is placed.
- At the same time the PO is reviewed in UB, and if approved will be emailed to the supplier for confirmation.
- After the goods are received, a tax invoice will be sent by the supplier to the accounts payable MRC email (payables@mrc.net.au).
- This invoice will be read through Kofax and to be entered into the system (refer to “Accounts Payable – Invoice Entry” process).
- The invoice will be placed within the E5 invoice queue waiting for approval, and through UB a receipt of the receival of goods and a GRN (goods received note) will be generated.
- Once approved in E5, the invoice will later be managed through the accounts payable payment cycle process (refer to “Accounts Payable – Payment Cycle” process).