Navigate to Purchase request via Project finance

Select the 'Create Purchase Request' button in the bottom right corner

Select the tick box of the costs to include on the Purchase request

Request Details

Costs

Suppliers

Notes

If you select the SSJ Procurement mode you will need to complete the SSJ Form, which will create an additional approval flow.

Select Create SSJ Form

Complete the fields then assign a DOA SSJ Approver

Consult a company admin if there are no SSJ approvers to select

Once all details have been completed you can submit for approval

After the Requisitioner has submitted for approval the Budget holder will be notified via email that they need to review.

The Requisitioner can at anytime recall the PR, redrafting and allowing for further changes.

Approve will send the PR to final approval/issuing from the Buyer

Reject will cancel the PR disallowing any further changes, all costs will be returned to the list to be used for another PR.

SSJ Approval is only required if SSJ Procurement mode was selected

SSJ Approvers are created within the admin console

Once the Budget holder has approved the Purchase Request the SSJ DOA assigned to approve the SSJ Form will get an email notification

Navigate to SSJ Form to review

After reviewing select Reject or Approve

The buyer will be notified via email that the Purchase request is ready for final approval and/or Issuing

Issue is slightly different between Single Source and RFQ

For single source select Approve and Raise PO

Create and save a note if required

For RFQ select Submit for approval

Select Approve and Raise PO

Create and save a note if required

Select the PO type (This is selecting the public note) These must first be created in the admin console

Select Supplier Currency

The conversion rate can be changed manually by an admin user

Select Create cost line item(s)

Select the subtract icon to delete a cost line item

Select the DOA External Commitment approver

Consult a company admin if there are no Approvers to select

Select the supplier if RFQ

Select the supplier address and delivery address

Enter any notes required for subsequent approvers

Once all required information has been entered select 'Submit for approval' to gain cost approval from the DOA.

After the Buyer has submitted for approval the DOA Approver(s) will be notified via email that they need to review.

The Buyer can at anytime recall the PO, redrafting and allowing for further changes.

Approve will send the PO back to the Buyer for Issuing

Deny will ask for a 'reason for rejection' which will be added to the notes audit log and the PO will revert back to draft allowing the Buyer to make further changes to resubmit later.

The buyer will be notified via email that the Purchase Order is ready for Issuing

Select 'Issue'

All approvers will be notified via email that the PO has progressed from Issued.

Select 'Create Receipt' on the PO

Add the draft receipt details

Select save draft to save the details

Select 'Submit for approval' once ready for approval

Receipt approval is by default Standard, where every approver; Requisitioner, budget holder, buyer and DOA must approve the receipt. However there is also the Simplified option, where you only need the DOA approval.

Consult a member of Proteus team to change to simplified.

Each Approver will be notified via email when they are required for approval

Either select the link on the email or navigate to the PO and receipt on Proteus

Review the receipt, add any comments and select Approve or Reject

Approval order; Requisitioner, Buyer, Budget Holder and DOA

If any of the approvers reject the receipt, it will change to the status rejected. The Creator will be able to edit the receipt and resubmit for approval, going through the approvers for approval once again.