Autocam Requisition System

User Guide

Version 1.0

DRAFT

8/5/2009

Table of Contents

Chapter 1: System Overview ........................................................................ 3

Purpose of the system .......................................................................... 3

System Workflow Overview ................................................................ 4
Chapter 2: Creating requisitions .................................................................. 8

Viewing your requisitions .................................................................... 8

Creating/Editing your requisitions................................................. 10
Adding attachments ........................................................................... 12
Creating requisition lines .................................................................. 13
Submitting requisitions for approval ............................................ 15
Standard notifications to submitter .............................................. 16
Re-opening/submitting requisitions ............................................. 17
Chapter 3: Requisition Approvals ............................................................. 18

Approving using email ....................................................................... 18

Approving using web interface....................................................... 20
Chapter 4: System Administration ............................................................ 21

Creating/Maintaining Users ............................................................. 21

Adding/Maintaining User Rights.................................................... 23
Creating/Maintaining Groups.......................................................... 25
Creating/Maintaining Group Rights.............................................. 25
Maintaining Global Settings ............................................................ 26

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Chapter 1: System Over view

Chapter Summary:

Purpose of the system.

System Workflow Overview.
Accessing and using the system.

Purpose of the system

The system main purpose is to allow the better management of purchase requirements of
the company and to allow a more robust workflow in the purchase approval process. Some
of the major enhancements to the requisition system from todays environment are as
follows:

Allow requisition preparation prior to submission.

Support for attachments to purchase requisitions and they will be attached to the
approval request(s)
Expanded email integration
Support for remote device approvals, i.e. smart phones
Unlimited number of lines per PO
More flexible and enhanced security configuration for administrators
Multi-level approvals
Approval history maintained and visible with versioning
Support for Inventory and sub-contract items, not just memo items
Email reminders for failure to respond to approval requests
Closing of requisitions when goods received.

This system when used correctly will allow better management of your purchase orders and
requisitions.

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System Workflow Overview

Primary Process

The primary process is pretty straight forward. The user submits the requisition and the
system determines based upon their spending level whether an approval is required. If it is
not a purchase order is created. If either one or more approvals are required, then an
approval sub-process is activated. If the sub-process returns approved, then a purchase
order is generated. If it is rejected then the user receives a notification indicating it has been
rejected a long with any comments from his/her approver. If the purchase order is created, a
PDF version of the purchase order is sent to the requestor.

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Approval Sub-Process (Notify Approver)

The approval sub-process handles all of the PO approval tasks and simply return either
approved or rejected. The sub-approval process is limited to two(2) levels. We are
considering a 3rd level in future versions.
Accessing and using the system
You can access the system from the purchase order link Intracam Purchase Order System
on the main Corporate/Purchasing page.

You may also user the following link:

http://appsvr.autocam.priv/pls/apex/f?p=110:1
The system will always home you at the My Requisitions page. You can switch to other
pages using the tabs across the top of the page. Which tabs you have will be determined by
your security level. Contact the purchasing group if you cannot access something and you
feel you need to access.

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Below is a sample My Requisitions report page from the requisition system:

Tips:

This system supports both the medical and automotive divisions. You can change
divisions by clicking on the Domain link at the top.
Some of the report columns are sortable. Simply click on the column heading.
The edit icon is typically located to the left. The print icon is typically located to the
right.

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Below is a sample data entry page from the requisition system:

Tips:

Button definitions:
Ok means Save and return to previous screen
Cancel means Do not save anything and return to previous screen
Delete means Delete the current record and return to previous screen
Apply means Save and continue with the current screen
Submit for Approval Means you are finished and you want to submit to your supervisor
for approval if necessary
Adding attachments uses the browse button
Drop down and date lookup are standard

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Chapter 2: Creating requisitions

Chapter Summary:

Viewing your requisitions

Creating/Editing your requisitions
Adding attachments
Creating requisition lines
Submitting requisitions for approval
Standard notifications to submitter
Re-opening/submitting requisitions

Viewing your requisitions

To view your requisitions in the system simply click on the My Requisitions tab at the top.
A screen similar to the following will be displayed:

The following sortable fields are as follows:

1. Requisition Number
2. Status
3. Create Date (default and descending)

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4.
5.
6.
7.

Vendor#
Vendor Name
Due Date
Ship to

The following additional fields are displayed:

1.
2.
3.
4.

Current Revision
Assigned PO Number
No. of Lines
Pre-Tax Total

The edit icon is located on left side of each row. This icon when clicked will display the
requisition in an editable format, see the next section. The print icon on the right side when
clicked will display the requisition in a new window in a printable format.
The screen also includes a search box for find requisitions. The system will search through
requisitions on various fields looking for the entered text.
Tips:
The following statuses are active as of the time of this writing:

Open

Submitted

Approved

Posted

Rejected

The requisition is still being developed and has not been submitted
for approval
The requisition has been submitted for approval. If approval is
necessary it may stay in that state until your supervisor approves the
requisition
Your requisition has been approved and is waiting to be created in
MFGPRO. The purchase order may go directly to approved if the
requisition is within your spending limit
The purchase order has been created in MFGPRO and you should
receive a copy in your email. You can also click on the purchase order
number to view/print the purchase order
The requisition has been rejected by your supervisor and you may
change the requisition and resubmit

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Creating/Editing your requisitions

To create a requisition click on the create button at the top left of the My Requisitions page
described in the previous section. The following vendor selection screen will appear:

You may either browse the suppliers using the toggle arrows on the bottom right or use the
search box at the top left to narrow your search. As you notice in the example above the
contents of the search box will be highlighted in red.

Select your supplier by clicking the link under the vender# field.
TIPS

Typically stay away from using more than one word for searching otherwise the word
spacing must be exact.

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The following screen will then be displayed:

Working from left to right and down, complete the fields as follows (All fields marked with an
asterisk will be required before submission.):
Ship-to

Enter the Autocam location where the product should be shipped.

Enter the Autocam location that should be charged for the items.

Site
This is a reference field and can indicate the job you are working on.
Job#
This is the due date that will be used as the default on all line items.
Due Date
Project

If this should be charged to a specific project select the look-up icon and
select the project from the list. Only projects you are authorized to
change will be displayed.
Select the supplier currency.

Currency
Enter the freight company that should ship the product.
Ship via

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Enter the person who should receive the items when they are received.
Ultimate
user
Enter the supplier contact who you talk to about the order.
Contact
Comments

This is open for any comments that should be communicated to the

supplier. The supplier will see these comments.

Select either OK or apply to create the requisition. See chapter 1 for a description of the
buttons,.

Adding attachments

Adding attachments like quotes, drawings, ROI calculations is easy and straightforward.
This is done from the requisition header page. These attachments are added to the email
notifications for approvals. Simply use the browse button to select your file and add a
description. A description is required.

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Creating requisition lines

After your create the requisition by clicking Ok or Apply, the following section will appear

To add items to you requisition, click on the add button. The following screen will then be
displayed:

Working from left to right and down, complete the fields as follows (All fields marked with an
asterisk will be required before submission.):
Site

Enter the Autocam location that should be charged for the items.
Enter the date the order must be delivered to you.

Due Date
Item Number
Item description

Enter the item number. If this is an Autocam item the type will
change to an inventory item.
For inventory items the description will change to the MFGPRO
description, other wise you must enter a description

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Line Type

Taxable
Cost center
Account

Project

Vendor Part#
Description

Inventory This is an inventoried item.

Sbcontract This is a sub contract service. The Work Order and
operation must be completed(see below).
Memo All non-inventory and subcontract service items.
Check this box if the item is taxable. If you are unsure contact the
accounting group.
You must use the lookup function. Select the cost center that must
be charged. Only cost centers you have access to will be available.
You must use the lookup function. Select the appropriate cost
account to charge. Only the accounts you have access to will be
available.
You must use the lookup function. Select the appropriate project
to charge. This may or may not be necessary. Only the project you
have access to will be available.
For inventory items this most likely will be automatic. You may
override this value.
For inventory items this most likely will be automatic. You may
override this value.
This is the work order lot number.

Work Order
This is the item number revision.
Revision
Op#

This is the operation number. This only applies to subcontract

operations.
This is the quantity needed to be ordered or requested.

Quantity Required
This is the cost of the item.
Unit Cost
Comments

The are option but are normally useful for communicating special
instructions to the vendor.

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Submitting requisitions for approval

After creating your requisition you need to submit for approval. If the purchase order is
within your spending limit then the requisition will automatically be approved. If an
approval is required then you will receive an email summarizing your requisition and the
approval process.
To submit your requisition to your supervisor, simply click on the submit for approval
button. Any errors are displayed above the requisition and in-line next to the item in error.

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Standard notifications to submitter

Below is a notification you will receive if the requisition has been sent to your supervisor for
approval. This is just a notification and no action is necessary. If the requisition is within
your spending limit and no approvals are necessary then this notification will not be sent.

Below is a notification you will receive once a requisition has been approved by either your
supervisor or your supervisors manager. If a requisition amount is above your supervisors
authority then it will go to his/her manager for a second level approval.

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Below is a notification you will receive once a requisition is converted to a purchase order.
As you can see a copy of the purchase order will be attached to the notification. No action
is necessary.

Re-opening/submitting requisitions
Once you have submitted your requisition for approval you can re-open your requisition
until the requisition has been converted to a purchase order. Once the requisition has been
converted to a purchase order and approved you can no longer modify the purchase order.
If the purchase order has not been received then you can cancel the order and process your
requisition by re-submitting its entirety.

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Chapter 3: Requisition Approvals

Chapter Summary:

Approving/Rejecting using email

Approving/Rejecting using the web interface

Approving using email

If you are marked as the approver for an individual and that individual submits a requisition
that the total exceeds there spending authority, you will receive an action request to
approve his/her requisition via email. The email will contain at least one PDF attachment
which is the requisition. The email will also include any other attachments added by the
user. You have two options, you can respond to the email using the action links to either
approve or reject the requisition. You can also use the embedded link here to view all your
approvals and process them all together (see later section).
The capability to respond via email allows the process of approval requests via mobile
devices, off-site, etc.

To respond via email simply click on either approve or reject action links. In your email
program the following preformatted message will be displayed.

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The format of this message is critical for the message to process accurately. The following
rules apply:
1. Do not change the To address field. If you would like to maintain a copy of the
approval you may address to yourself using the cc or bcc fields.
2. All comments you would like to add must appear between the 2 single quotes and
show below.
3. Do not change or remove the line that begins with NID[ or Action:. These lines
identifies the notification and instructs the system on the action to take.

After sending this message your response will be processed.

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Approving using web interface

If you have several requisitions to process and you have access to the Autocam systems. i.e.
Intracam then clicking on the embedded link Here in the approval message will log you
into the Requisition System and allow you access to the My approvals tab. This will display
all of your approvals (see below) and allow you to view the requisitions, view attachments,
and process them by selecting either Approve or reject. You may also add comments to
each requisition approval. After selecting either approve or reject you must click on the
process button for the actions to be submitted.

View
Attachments

View Req

You may process some or all of them.

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Chapter 4: System Administration

Chapter Summary:

Creating/Maintaining Users
Adding/Maintaining User Rights
Creating/Maintaining Groups
Creating/Maintaining Group Rights
Maintaining Global Settings
Browsing other buyers requisitions

Creating/Maintaining Users
All users that will either create requisitions or approve them will need to be created in the
system. Creating a user is quite simple. Simply click on the user tab at the top of the screen.
From the screen below simply click on the create button in the upper right hand corner.

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The add new screen will then be displayed:

Complete as follows:
1.
2.
3.
4.

Enter the users login name

Enter their approval limit
Enter their approvers login name
Indicate if this user is an Administrator. Administrators can perform all of the
functions in this manuals Chapter 4.
5. Default Ship-to: Enter the ship-to this user typically buys for.
6. Default Account: Enter the default account this person usually charges, i.e. MIS
person would be Computer Supplies
7. Default Cost Center: This is the users default cost center, for example a QA person
would get Quality Control

You may also copy a user by clicking on the Copy User button. You will be presented with
the following:

The copy user action will copy the user to a new username with all its permissions.

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Adding/Maintaining User Rights

For each user you have the options of setting specific rights for sites, accounts, cost centers
and projects. In addition to user specific rights you can assign them to groups which also
has specific rights (See section below). The group rights are accretive to specific user rights.
To maintain user rights, simply click on the pencil icon and the following screen will be
displayed:

You have the option of simply typing into the fields with the entries separated by commas or
using the popup icon.

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By clicking on the popup icon you will be presented with a list of possible values similar to
the following:

As you can see the entries already selected will automatically be selected. You can simply
add items or remove them by selecting or deselecting them then pressing the save button.

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Creating/Maintaining Groups
Creating or maintaining groups is exactly the same as users except without defaults and
approvals. From the groups tab simply click on the create button and enter a code and
description.

Creating/Maintaining Group Rights

Maintaining group rights is identical to maintaining user rights. Simply click on the pencil
icon in the group list and maintain lie the user rights (see above section).
The difference between the user and group rights is the site rights are by user only so this is
missing from the group rights screen.

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Maintaining Global Settings

Global settings are entered once and usually never adjusted. The global setting are
displayed and explained below:

1. Financial user
2. CEO User
3. First Approver time-out
4.

5.
6.
7.
8.
9.

This is the user that will receive a copy of all approvals.

This is not used at this time.
This is the number of days the will elapse between the
approval required notification and the next reminder.
Second Approver time-out This is the number of days the will elapse between the
approval required notification and the next reminder for
the second level of approval.
Purchase Approval time-out This is not used at this time.
Financial Dept. Time-out
This is not used at this time.
Ship-tos
This are the MFGPRO address codes available
from ship-to
MFGPRO version
This setting should match the MFGPRO version in order
to process the requisions and creating purchase orders.
Test mode
This is not used at this time.

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