1. Acquisition:
2. Budget Source:
3. This screen allows you to enter the budget details for a particular financial period from various sources like Donation,Management, etc. This will be useful during allocation of the budget to the respective departments for the selected financial period.
4. First, set the Financial Period by going to the Setup menu and opening the Financial Period submenu. Here, select the From -To Date ranges that you would like to add. Click on the Ok button to save the record and displayit in the Financial Periods List. To set the current financial period, select the desired date range from the Current Financial Period and click on Change button, followed by the Ok button to confirm the action. Close this screen.
5. Now, click on Acquisition menu and select Budget Source submenu to open the function.
6. Here, select the dates from Financial Period that have been entered by the above method. By default, the Current Financial Periodand the Financial Periodwill display the date ranges that have been set in the Financial Period submenu.
7. If you want to add a new record, click on the New button to automatically generatethe Serial Number. Select the Date, Source, Amount, etc. and click on the Add button to display the record in the List of the Fund Collected table along with the Total cost displayed at the end.
8. Once the budget source is added, it can be allocated to various departments as required with the help of Budget Allocation button in the screen. The features of this screen are explained in the next submenu.
9. Modify and Delete button will allow you to performthe respective actions.
10. The print previewof the above list can be obtainedin HTML, Notepadand Excel formats and the print can be taken by clicking the Print Icon button in the menu bar.

1. Budget Allocation:
2. Once the source has been defined for the currentfinancial year, it will be allocated to various departments according to the request placed by the respective department.
3. Budget Allocation for different departments can be made using this screen, which can be accessed by selecting the Acquisition menu and clicking on the Budget Allocation submenu.
4. A screentitled, as Budget Allocation Status appears, where you can select the entered

Financial Period for which the budgetsource has been added.

1. If no budget has been allocated then no itemscan be procured or received.
2. Budget Source, Budget Allocated and Budget Remaining details are displayed at the top right corner of the screen. In the grid, the Total Allocation, Total Spent and Net Balance are also listed for your reference.

1. The print previewof the above list can be obtainedin HTML, Notepadand Excel formats and the print can be taken by clicking the Print Icon button in the menu bar.
2. Click on the Update/View Details button to open another screen titled as Budget Allocation Details. This screen,allows you to see the amount that has been allocated to a particular department, along with the allocated date.
3. Here, you can also add the record, by selecting the Department, for which you want to allocate the budget and enteringthe Date of allocation, Amount,etc.. The currentfinancial year is displayedin the Financial Period. Click on the Add button to add the record in the Allocation List.
4. The Allocated Amount,Spent Amount and Net Balancedetails are also described at the top right corner of the screen.
5. The print preview of the above list can be obtainedin Notepad and Excel formatsand the print can be taken by clicking the Print Icon button in the menu bar.
6. You can also updatethe Allocation List records by using the Modify button.
7. Once added, all these records will be displayedin the Budget Allocation Status screen for all future references.

1. Quotation Entry and Comparison:
2. Various quotations receivedfor the RFP’s sent to the differentvendors, are added with all the relevant information, using this screen and also the comparison between the vendor price list can be obtained.
3. To activate this function, select the Acquisitionmenu and clickingon the Quotation Entry and Comparison submenu.
4. In the Quotation Entry screen, select the RFP No. from the RFP No. Here, only the numbers that have been created in the RFP Detail screen are present. On selecting the particular RFP No., the list of the items placed under this number is displayedin the Item Price List for a Vendor grid.
5. Select the Vendor,Quotation Date and also createa Quotation No. for this vendor. For the same RFP No. different quotations can be received from different vendors. These details can be tracked with the help of Quotation No.
6. Now, select the Item from the grid by double clicking on the mouse so that the details are displayed in the respective list boxes above the grid. Enter the price detailsand click on the Save button to add the record to the displayed list.
7. Item that is being requestedfor the second time can be searchedand can be added directly, without entering the price manually for the corresponding Vendor.
8. Once the Item price obtainedfrom various Vendorshas been added, a comparison price- list between the Vendors in Notepad and Excel format can be obtained by clicking the Quotation Comparison Report button.

1. PO Header:
2. Once the quotations has been received or obtained and the comparison has been made the next procedure is to place the purchase order to the vendor that has quoted the least for the specified items.
3. This screencan be accessed by, selecting POHeader submenu from the Acquisition

menu.

1. Purchase Orders (PO) can be created for different RFP’s and for different Vendors.Click on New button and enter the mandatory fields like PO No., PO. Type, Vendor, Financial Period, etc, and click on the Add button.
2. Item(s) under the particular PO can be added using PO Lines button, where item requests from various Departments and Members can be added under this Purchase Order. Also, Item(s) under different RFP’s can also be added under the same PO, if required.
3. Amount for each ordered item can be entered individually while adding an item or total amount of all the item(s) under the PO can be added without entering individual Item Price.
4. In the PO Lines screen, the Details of the Requested Item(s) will be displayed which can be listed accordingto the Department, Member Id and RFP No. Next,select any recordand click the Add Selected button.

1. Once all the items under this PO are added,you can add the item(s)received by clicking on the Delivery (Receive) button.
2. The reportscan be obtained by clickingon the Print PO button and sent to corresponding Vendor in two formats namely,
3. Format 1: A Report with Item Details& Quantity Orderedfor each Item under this PO is obtained. No price details are printed here.
4. Format 2: A Report with all the above detailsalong with Price details(Currency, Cost & Net Cost) is obtained.
5. Select the Address button present at the top of the screen to enter the Vendor, Billingand Shipping information.
6. The detailsof the previous records can be obtainedby scrolling throughthe navigation buttons.

1. Received/Receivable Item List:
2. To keep a track of the item that has been received and is yet to be received(receivables), a report can be obtained with the help of different listing criteria present in this screen.
3. Select the Received/Receivable Item List submenu from the Acquisitionpull down menu.
4. This screen is basically used for adding item(s) deliveredby the vendor, by first searching for the item(s) ordered.
5. Here, you may select a maximum of any two-search criteria from the following fields namely, PO No., Department, DC No., Item Type, ReceivedDate, Po Date and No. of Items Ordered.
6. After selectingthe options from the above search criteria,a list of received and receivable item(s) will be displayed separately under the Receivables List grid and Received List grid.
7. You can move the item(s) from Receivables List to Received List by receiving the particular item. This can be done by selecting the item and clicking the Down Arrow button.
8. Clicking the Down Arrow button will open a new screentitled as Items Delivery Details

whereuser can see two options:-

1. Add button: To receive an item, DeliveryChallan details must be enteredfirst. After adding DC information, you can receive the items by clicking on the receive button.
2. Receive button: Once you add all the DC details, you can now add the items received.On clicking the Receive button it will lead you to a new screen where the details of the corresponding items can be added.
3. On clicking the Receive button, Items under Challanscreen is opened.Here, if only one item is received under this DC No., then click on Receive button to receive the item.
4. Partial Supply: If the supplyis partial, i.e.,you have receivedonly two out of the three copies that you ordered, then you can manually mention Quantity Supplied by selecting the particular item. You can do this manually for each and every item received under this PO No. and DC No. These items will be displayed in Pink color.
5. Item Supplied (Not ordered): To receive an item that is not ordered, but as the request has been created already under the same DC No., click on the Item Supplied Three dot (…) button to list all the requests from various departments and members. These items will be displayed in Green color.
6. Excess supplyitems will be displayed in Yellow color.
7. If the items received under this DC No. are more than one and if the copies received is equalto the copies ordered (exact supply), then to receiveall those items under the same DC No. click on Receive All button.
8. The Receiveoption can be used in the following cases like:
9. To receiveonly the selecteditem.
10. To receive any excess supplylike copies suppliedis more than copies ordered.
11. To receive any unordered item like the Item for which no PO has been createdbut sent along with the Items ordered.
12. The print preview of the above list can be obtainedin HTML, Notepadand Excel formats and the print can be taken by clicking the Print Icon button in the menu bar

1. Delivery [Receive]:
2. This screen allows you to receive the items for which PurchaseOrder has been created as well as the items for which no Purchase Order has been created.
3. Select the Acquisition pull down menu and click on the Delivery [Receive] submenu to open a screen titled as Delivery Tracking.
4. This function can be used for receivingitems, for which no PO has been created as well as for receiving items for which PO has been created.
5. To receive the item(s) for which no PO has been created(Not Ordered), you must enter the Delivery Challan Information, under which the item is delivered and click on the Deliver button.
6. Click on the Deliver button to open a new screentitled as Items under Challan,where Receive and Receive All options have been provided whose functions has been discussed above.
7. This helps in keeping a track about who receivedthe delivery of the items from the respective vendors.
8. The print previewof the delivered items under that particular challan no. can be obtainedin Notepad and Excel formats and the print can be taken by clicking the Print Icon button in the menu bar.
9. Navigation buttonsare provided to scroll throughthe previous recordsure 3.2.6

1. PO Invoice:

This screenis used for adding the Invoice receivedfrom the vendorfor a particular PO and can be accessed by clicking the PO Invoice submenu from the Acquisition pull down menu. For a particular PO there may be more than one Invoice, in such case, you can split the amount according to the invoicethat can be added separately under the corresponding Invoice No. The Payment details for the selected financial year list can be printed in HTML, Notepad and Excel formats by clicking the Print Icon button in the menu bar.

1. Payments:

Using this screen,you are able to keep a track of the payments, which are made for the current financial period.

Select the Acquisition menu and click on the Payments submenu to access this screen. For all the Invoices that have been created, the details of payments can be added or maintained with the help of this screen. Here, you can add the Towards Account Details by clicking on the Three dot (…) button, where the Party Account No., Bank Details and other details, depending on the mode of payment for the Vendor (Party) are entered. Also, the Payment detailsfor the selected financial year list can be printedin HTML, Notepadand Excel formats by clicking the Print Icon button in the menu bar.