Dynamics 365, Business Central, NAV, AX, CRM, Azure, Power BI -...

2018

CETAS VMP365

USER MANUAL

Document Name: User Manual-VMP365 CETAS Information Technology Private Limited

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Table of Contents

1. Introduction ..................................................................................................................................... 5

2. Purpose of the Document .............................................................................................................. 5

3. Introduction- VMP365 ................................................................................................................... 6

4.Registration Process ....................................................................................................................... 6

4.1 Vendor Registration Process .................................................................................................. 6

4.1.1 Vendor Approval Process .................................................................................................... 8

5.Creation of purchase documents ................................................................................................ 11

5.1 How to Create a Purchase Requisition ............................................................................... 12

5.2 How to View a Purchase RFQ created against an Requisition ....................................... 13

5.3 Purchase Quotes and Quote Comparison .......................................................................... 15

5.3.1 How to Compare Quotes ................................................................................................. 16

5.3.2 Purchase Quotes .............................................................................................................. 17

5.4 Purchase Orders ..................................................................................................................... 18

5.5 Purchase Invoice, Shipment & Payments .......................................................................... 19

6.Vendor Evaluation ......................................................................................................................... 19

6.1 Configuring Evaluation Parameter ..................................................................................... 19

6.2 Evaluating Vendor Rating ..................................................................................................... 20

8.Guidelines for a Vendor using the VMP365 .............................................................................. 22

8.1 Logging into the Portal .......................................................................................................... 22

8.2 Portal Dashboard.................................................................................................................... 23

8.3 Profile Page .............................................................................................................................. 23

8.4 Purchase RFQ .......................................................................................................................... 24

8.5 Issuing a Purchase Quote against a RFQ ............................................................................ 25

8.6 Managing Purchase Orders................................................................................................... 26

8.7 Managing Purchase Invoices and Payments ..................................................................... 27

8.7.1 Managing Purchase Invoices ......................................................................................... 27

8.7.1 Managing Payments ........................................................................................................ 28

9.Generating the Statement of Accounts Report ......................................................................... 29

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Table of Figures

Figure 1-VMP365 registration page ........................................................................................................ 6

Figure 2-Registration OTP pop-up .......................................................................................................... 7

Figure 3 Registration success pop-up ..................................................................................................... 8

Figure 4 Navigation Screenshot-Vendor Approval ................................................................................. 8

Figure 5 Vendor Approval ....................................................................................................................... 9

Figure 6 Vendor Approval ....................................................................................................................... 9

Figure 7 Rejected vendor List ................................................................................................................ 10

Figure 8 Vendor Reg. E-mail .................................................................................................................. 11

Figure 9 Navigation Screenshot-Purchase Requisition ......................................................................... 12

Figure 10 Purchase Requisition Card ....................................................... Error! Bookmark not defined.

Figure 11 Purchase Requisition Card .................................................................................................... 13

Figure 12 Navigation Screenshot-Purchase RFQ ................................................................................... 13

Figure 13 Purchase RFQ card ................................................................... Error! Bookmark not defined.

Figure 14 Purchase RFQ card ................................................................................................................ 14

Figure 15 Navigation Screenshot-Purchase Quote/Quote Comparison ............................................... 15

Figure 16 Quote Comparison Card........................................................................................................ 16

Figure 17 Quote comparison Worksheet .............................................................................................. 16

Figure 18 Navigation-Quote comparison Report .................................................................................. 17

Figure 19 Quote comparison Report .................................................................................................... 17

Figure 20 Purchase Quote ..................................................................................................................... 18

Figure 21 Navigation-Purchase Order ................................................................................................... 18

Figure 22 Purchase Order Screen ......................................................................................................... 19

Figure 23 Navigation-Evaluation Parameters ....................................................................................... 20

Figure 24 Evaluation Parameter ........................................................................................................... 20

Figure 25 Vendor Evaluation ................................................................................................................. 21

Figure 26 Vendor Rating ....................................................................................................................... 21

Figure 27 VMP365 Login Page .............................................................................................................. 22

Figure 28 Password Reset Screen ......................................................................................................... 22

Figure 29 VMP365 Dashboard .............................................................................................................. 23

Figure 30 Profile Page ........................................................................................................................... 23

Figure 31 RFQ List Page ......................................................................................................................... 24

Figure 32 RFQ Detailed View ................................................................................................................ 24

Figure 33 Purchase Quote List-Portal ................................................................................................... 25

Figure 34 Quote Detailed View ............................................................................................................. 26

Figure 35 Purchase Order List view ...................................................................................................... 26

Figure 36 Purchase Order Detailed View .............................................................................................. 27

Figure 37 Purchase Invoice List view .................................................................................................... 27

Figure 38 Purchase Invoice Detailed View ............................................................................................ 28

Figure 39 Invoice Payment Tab ............................................................................................................. 28

Figure 40 Payments List View ............................................................................................................... 29

Figure 41 Payments detailed view ........................................................................................................ 29

Figure 42 Statement of Accounts.......................................................................................................... 30



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User Manual – VMP365

DOCUMENT RELEASE NOTE

Document Title: User Manual - VMP365

Version Number:1.00

Date of Release:

Author(s): Aravind.M Date:

Reviewer(s): Date:

Revision History

Version Date Revised By Changes Done



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1. Introduction

CETAS offers information technology solutions which enable businesses to achieve their

objectives. Combining domain technical expertise and project management skills, we help

clients to increase their business efficiency and high return on IT investments. We associate

with proven technologies which are scalable, offering better value and low total cost of

ownership.

Our relationship with Microsoft as a solution partner for Dynamics NAV (formerly Navision)

and Dynamics CRM has enabled us to deliver comprehensive and high-quality solutions to

various clients in the following industries; Construction, Retail & Hospitality, Real estate,

Manufacturing, Education.

Our industry focused approach has helped us gain knowledge to standardize the functionalities

and package it to address the industry requirements. This approach brings down project

delivery cost and time for our clients and has enabled us to strongly recommend best of

industry practices.

A truly world class and technically superior business enterprise applications are being provided

to our clients by combining vast industry experience and strong technology skills. We have

developed products on client & server, web and mobile platforms using Microsoft .NET

technology. CETAS is evolving over technology and time through a dedicated research and

development team to explore innovation in providing solutions.

2. Purpose of the Document

User manual of VMP365 explains the functionalities of the VMP365 module in NAV as well as

that of the portal. It also shows screenshots of navigation which would aid end users in the ease

of usage of the add on. System administrators can also refer this manual for providing training to

aid end users on a daily basis with various business operations within the application.



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3. Introduction- VMP365

A company spends a major part of its revenue to establish a proper supplier-procurement team

communication. This communication plays a vital role in improving the efficiency and

productivity of a company. The VMP365 focusses on the elimination of spending time over the

phone/email for Supplier queries, updates, amendments, status, Statement of Account and

Payment reconciliations.

The VMP365 eliminates the need for manual management and updating of purchase documents

like Purchase RFQ’S, Purchase quotes, Purchase invoices and GRNs and thus controls data

duplications and accuracy issues.

Thus, the VMP365 helps vendors and the procurement department of a company by providing an

easy, flexible, seamlessly integrated and highly secure Self-service portal.

4.Registration Process

4.1 Vendor Registration Process

This section of the VMP365 provides guidelines for registration and approval of a vendor.

Figure 1-VMP365 registration page

The above figure shows a sample of the vendor registration page.

Fill in all the mandatory fields and Click the “Submit” button in the lower right corner.

An OTP will be sent to the Provided phone number (if it’s valid) now. This OTP should be

filled in the OTP pop-up/ shown in the figure below.



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Figure 2-Registration OTP pop-up

If there are any delays in receiving the OTP/ or if the user hasn’t received the OTP in the

specified time limit, the re-send button can be used for regenerating the OTP.

Once the right OTP is submitted, a pop up will confirm that the registration is successful.

However, the vendor can only access the VMP365 after an approval process in NAV. This will

be explained in the next section.



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Figure 3 Registration success pop-up

4.1.1 Vendor Approval Process

The registration process depicted in 4.1.1 is subject to an approval process in NAV where vendors

can be either approved or rejected. The vendor registration page can be accessed by following the

navigational steps.

Navigation: VMP365Vendor Registration

Navigational Screenshots

Figure 4 Navigation Screenshot-Vendor Approval



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Guidelines

The vendors who register themselves in the VMP365 registration page will be displayed in

the vendor registration page of NAV.

Here, the vendors can either be accepted or rejected.

Details like General Business posting group and vendor posting group should be filled in

before the vendor can be approved. A configuration template can be used for automatic

filling of these fields.

Any errors that are generated in this process will be displayed in the error text box.

Figure 5 Vendor Approval

Figure 6 Vendor Approval



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The approved vendors can be viewed in the NAV vendor master.

The rejected vendors can be viewed in the rejected vendor list. The Rejected vendors can be

approved upon wish later.

A deleted vendor will be completely deleted from the record and can’t be approved in the

future.

The rejected vendor list can be accessed by clicking on the “rejected vendor list” in the Vendor

registration page

Figure 7 Rejected vendor List



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The Vendor will receive a notification mail once the approval/rejection process is completed.

The below screenshot shows a sample notification mail.

Figure 8 Vendor Reg. E-mail

5.Creation of purchase documents The purchase documents required for a purchase flow can be created in the NAV “VMP365” module.

The purchase flow is

Purchase RequisitionPurchase RFQPurchase QuotePurchase OrderPurchase invoice &

shipment(GRN)

All documents except the Purchase Requisition created against a vendor can be viewed by the same

in the VMP365.



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5.1 How to Create a Purchase Requisition Navigation: VMP365Purchase Requisition ListNew

Figure 9 Navigation Screenshot-Purchase Requisition

Click on “New” Button . This will open the Purchase Requisition Screen

Figure 10 Purchase Requisition Card



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Figure 11 Purchase Requisition Card

Guidelines

1) Assign a Requisition No.

2) Select the Desired Vendor for procurement.

3) Select the Item/Fixed Asset, Quantity required to procure.

4) Click on “Create RFQ” for creation of an RFQ.

5) The button can be used for sending the requisition for

internal approval processes (if required) at different levels.

5.2 How to View a Purchase RFQ created against an Requisition

Navigation: VMP365Purchase RFQ ListNew

Figure 12 Navigation Screenshot-Purchase RFQ



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Guidelines

Once the Purchase Requisition is internally approved and an RFQ is created, the thus created

RFQ will be displayed in the “Purchase RFQ list”.

The vendor and the items/fixed asset chosen in the line level in the requisition will also be

displayed here. The status changed must be “Released” after required approval processes.

The terms & conditions of the document and items can be attached here

Comparison parameters of the item can be linked here.

Figure 13 Purchase RFQ card

Figure 14 Purchase RFQ card



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5.3 Purchase Quotes and Quote Comparison

Navigation: VMP365Purchase Quotes

Figure 15 Navigation Screenshot-Purchase Quote/Quote Comparison

Guidelines

The vendor sends a quote against the sent RFQ after making necessary changes.

The quote can be viewed in the purchase quote list in NAV

A notification E-mail will be received from the vendor when a quote is generated.

The quote lines created against a Purchase Requisition can be viewed in the quote

comparison screen and an order can be placed to the most desirable vendor after the

required approval processes.



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5.3.1 How to Compare Quotes Navigation: DepartmentsVMP365Quote Comparison

Figure 16 Quote Comparison Card

Figure 17 Quote comparison Worksheet

NOTE-The selected quote can only be converted to an order if the quote’s status is released

The above screenshots show how to compare quotes and make an order.

For viewing/Printing the quote comparison report, follow the screenshots below.

Click The “Print” button.



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Figure 18 Navigation-Quote comparison Report

Clicking on preview would display the Quote Comparison Report shown below. The report displays

the items issued by different vendors side by side along with its Terms and conditions & comparison

parameters.

Figure 19 Quote comparison Report

5.3.2 Purchase Quotes A purchase quote displays the line and header details of a quote issued by a vendor using the vend

or Portal. An order can be created from the purchase quote directly without comparing quotes here.



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Figure 20 Purchase Quote

5.4 Purchase Orders

Navigation: VMP365Purchase Orders

Figure 21 Navigation-Purchase Order

Guidelines

Once a quote is released and an order is placed, the vendor will automatically receive an

Order amendment notification.

The details provided in a purchase quote flows to the purchase order. Any changes in the

items or quantity can be



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The order can be invoiced/shipped in the Purchase Order Card screen

Figure 22 Purchase Order Screen

5.5 Purchase Invoice, Shipment & Payments

A posted purchase invoiced/shipment can be viewed in the corresponding pages of NAV.

Payment can be made against a vendor in the respective journals/vouchers e.g.: Bank

payment voucher, Cash payment journal.

The vendor will receive a notification mail every time a payment is made against an invoice.

6.Vendor Evaluation Vendor evaluation is used for rating vendors based on various parameters like quality, quantity and

delivery time.

The evaluation parameters must first be configured.

6.1 Configuring Evaluation Parameter Navigation: VMP365 Evaluation parameters



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Figure 23 Navigation-Evaluation Parameters

Guidelines

Figure 24 Evaluation Parameter

Create a New parameter and select the required evaluation Code and Criteria

Specify the Range. The rating will be calculated with respect to the range and points

specified here

6.2 Evaluating Vendor Rating Once the Evaluation parameters are specified, a vendor’s rating can be calculated after every

transaction. The following screenshots provides a guide for the process.



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Navigation: VendorsVendor CardClick the Ribbon button

Figure 25 Vendor Evaluation

Clicking on “Get Evaluation Parameters” will make the evaluation parameter data flow to the

vendor evaluation screen.

The Quality and Quantity parameter rating must be manually entered.

The delivery time rating will be calculated automatically based on the expected receipt date

and the actual posting date.

Clicking on the Calculate button will calculate the corresponding ratings.

The Final Rating of the vendor will be displayed in the Vendor Card as shown in figure 35

Figure 26 Vendor Rating



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8.Guidelines for a Vendor using the VMP365

8.1 Logging into the Portal

Figure 27 VMP365 Login Page

The username and password must be typed in. These parameters are obtained with the NAV

vendor number

The “Forgot Password” will generate an E-mail containing a new password

During the first Log-in, a password reset screen will show up where one can reset their

password. The newly created password should not be same as the old one.

Figure 28 Password Reset Screen



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8.2 Portal Dashboard

Figure 29 VMP365 Dashboard

The Dashboard shows various Charts that depicts vital business statistics

The charts include graphs which show the most sold/least sold items, order vs realized

amount etc.

The Data of these charts will be automatically updated after transactions.

8.3 Profile Page

Figure 30 Profile Page



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The profile page will display the Vendor information, contact details and invoice details.

The profile details can be changed by making the necessary changes and Clicking on the save

icon

Password can be reset by using the “Reset Password” button.

8.4 Purchase RFQ

The purchase RFQs issued can be viewed as a list or in detail in the portal.

When a RFQ is received, a mail notification will be sent to the e-mail ID provided in the profile Page.

Figure 31 RFQ List Page

Figure 32 RFQ Detailed View



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Guidelines

The RFQ detailed view will display the items, quantity required by the customer.

It’ll also display the terms & conditions and comparison parameters at the document and

item level

The RFQ can be Printed by clicking on the “Print” icon.

The RFQ can be converted to a quote here.

8.5 Issuing a Purchase Quote against a RFQ

A purchase quote can be issued against an RFQ from the portal.

.

Figure 33 Purchase Quote List-Portal

Click the “detail” button for viewing the detailed view of a quote

The quote completion is performed after making necessary changes to the quote and

clicking on the “Save Quote” icon. Figure 43 shows this process.

A Quote created will only be issued if it is completed.



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Figure 34 Quote Detailed View

8.6 Managing Purchase Orders

-All orders received against quotes can be viewed in the VMP365.

- A Mail notification will be received when any order is raised.

Figure 35 Purchase Order List view



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Figure 36 Purchase Order Detailed View

Just like the other Document pages, the terms & conditions and comparison parameters can

be viewed here

The Items, quantity and amount will be displayed here.

The Purchase Order can be printed if required.

8.7 Managing Purchase Invoices and Payments

Invoices raised against an order will be displayed in the purchase invoice list.

Payments made against the invoices will be displayed in the payments tab.

8.7.1 Managing Purchase Invoices

Figure 37 Purchase Invoice List view



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Figure 38 Purchase Invoice Detailed View

Any payments made against the particular invoice will be displayed in the “payments” tab of

the Invoice detailed view.

The tab will show the amount applied and the amount yet to be received.

Figure 39 Invoice Payment Tab

8.7.1 Managing Payments

The Payments menu will display all the payments received against multiple invoices.

A notification mail will be received when a payment is received.



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Figure 40 Payments List View

Figure 41 Payments detailed view

The document number, Payment applied and the invoice amount remaining will be

displayed here

9.Generating the Statement of Accounts Report

Statement of accounts shows payments received by the vendor during a specific time period,

resulting in an ending balance. For generating the report, follow the below screenshots.



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Figure 42 Statement of Accounts



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