Requisition Record(s)

Follow these Steps to generate Requisition Record(s)

• Follow Step 1, 2 & 4 to generate all requisition records (Skip Step 3)
• To generate specific requisition record(s), follow all the Steps shown below. Specify the Search By filter and enter the Search Value as shown in Step 3

• The list generated below shows all the requisition records

Follow these Steps to Approve Requisition(s)

For you to Approve a Requisition, you must be authorized to perform the operation on the record source department
• Steps 1 & 2 lead you to Requisition Record(s)
• Specify the search criteria, enter the search value (Step 3) and click the magnifying lens (Step 4) to display the Requisition(s)
• Skip Step 3 to display all Requisition Record(s)
• Select the requisition record to be Approved (Step 5), click Process (Step 6)
• Select Approve Department/Procurement/Finance/Principal (Step 7), and click the Approve button shown in (Step 8)
• The approval must be done in the order illustrated in Step 7

• Click OK as shown in Step 9 below to proceed to the next step

• Click OK as indicated in Step 10 below, and the procurement status changes to Dept/Proc/Fin/Princ. Approved depending on the office the approval is coming from

Follow these Steps to Reject Requisition(s)

For you to Reject a Requisition, you must be authorized to perform the operation on the record source department
You can only Reject Requisition(s) which has NOT been Approved by the Principal
• Steps 1 & 2 lead you to Requisition Record(s)
• Specify the search criteria, enter the search value (Step 3) and click the magnifying lens (Step 4) to display the Requisition(s)
• Skip Step 3 to display all requisition records
• Select the requisition record to be rejected (Step 5), click Process (Step 6), select Reject (Step 7), and click the Reject button shown in (Step 8)
• On the text box that appears, provide the reason for rejecting (Step 9), and click OK as shown in Step 10

Order(s) (LPO/LSO)

Before an order can be made, a requisition must have been made and approved by all the relevant offices
To make an order, follow the steps below

• Steps 1, 2 & 3 shown below will lead you to the order form

• On the order form, select the Supplier as shown below in Step 4. This leads you to the Search Customer form, where you search and select the supplier
• After selecting the Supplier, set the order type i.e if it’s an LPO or LSO (Step 5)
• Type in the Order Description (Step 6)
• Click the magnifying lens shown in Step 7 to search for and select the vote head the expenditure is from
• Click the Select from Requisition(s) button as shown in Step 8
• That leads you to the Search Store Requisition window from which you search for and select the approved requisition that you are about to use to place an order

• On the Search Store Requisition window, specify the Search By criteria, enter the Search Value, and click the magnifying glass to display the requisition record as shown in Step 9 & 10
• Select the (Select All) checkbox shown in Step 11 to highlight all the items
• Click the Use button shown in Step 12. This leads you back to the Order Form

• The items should now be displayed on the Order Form as shown below
• If the rates are not set in the system enter them in the Rate column. The system will block you from proceeding if the rates are set to Zero (0.0000)
• Select the department to which the items are to be delivered as shown in Step 13
• Set the Expected Delivery Date and click Save as shown in Step 14 & 15 respectively
• Click OK on the Dialog Box that pops up as shown in Step 16
• A report preview window with the LPO/LSO will appear

• The figure below shows a preview of an LPO/LSO
• You can print or save the document from the top right corner of the report preview window

• The steps below show how to approve an order (LPO)
• Typically, the approval is done in three different stages. Procurement Office, Finance Office, and Principal’s Office
• The approval must be done in the order shown above, from the lowest to the highest office
• Follow Step 1 & 2 to get to Order(s)
• Specify the Search Criteria and enter the Search Value as shown in Step 3 to search for a specific LPO
• Click the magnifying lens in Step 4 to display the LPO (Skip Step 3 to display all the available LPOs)
• Select the LPO you would like to approve (Step 5) and click the Process button shown in Step 6
• Select the relevant office on the small menu that appears (Step 7) and click the Approve button shown in Step 8

• If an LPO does not meet all the requirements, It can be rejected as shown below
• Follow Step 1 & 2 to get to Order(s)
• Specify the Search Criteria and enter the Search Value as shown in Step 3 to search for a specific LPO
• Click the magnifying lens in Step 4 to display the LPO (Skip Step 3 to display all the available LPOs)
• Select the LPO you would like to reject (Step 5) and click the Process button shown in Step 6
• Select Reject on the small menu that appears (Step 7) and click the Reject button shown in Step 8

• After all the relevant offices have approved the LPO, the next step is to assign Inspector(s) (This step is not mandatory and can be skipped)
• The steps below guide you to assign inspector(s) for an order
• The inspector(s) will ensure that the items supplied are of the right quality and quantity and that any other specified conditions are met before the ordered items can be received
• Once inspector(s) have been assigned, the inspection must be done and updated on Campus Cura before the process can move to the next step
• Follow (Step 1 & 2) to get to order(s)
• To search for a specific order, specify the search criteria and enter the search value as shown in Step 3. You can also set the Period to filter the orders by a certain range of time
• Click the magnifying lens in Step 4 to display a list of the order(s), you can skip Step 3 to display all the orders
• Select the relevant order as shown in Step 5 and click the Process button shown in Step 6
• On the small menu that appears, select the Assign Inspector(s) option (Step 7) and click the Inspector(s) button (Step 8)

• The steps highlighted previously lead you to the window shown below, from which you select the Inspector(s)
• Specify the Search By criteria as shown in Step 9 (or set it to None in order to display a list of all the users)
• Enter the Search Value (Step 10) and click the Get button (Step 11) to display the user(s)
• Select the right one(s) (Step 12) and click the Use button (Step 13)
• Click the Save button (Step 14) on the Store Item Received window and the Inspector(s) will have been successfully assigned

• To print an LPO/LSO, follow the steps below
• Follow (Step 1 & 2) to get to order(s)
• To search for a specific order, specify the search criteria and enter the search value as shown in Step 3. You can also set the Period to filter the orders by a certain range of time
• Click the magnifying lens in Step 4 to display a list of the order(s), you can skip Step 3 to display all the orders
• Select the relevant order as shown in Step 5 and click the Print Order button shown in Step 6
• After Step 6, a Report Preview window appears with a preview of the Local Purchase Order/ Local Service Order

• The figure below shows a preview of an LPO
• You can print or save the document from the top right corner of the report preview window

Quotation(s)

Tender(s)

Purchase Grouping(s)

Record(s)

Follow the steps below to view existing supplier records, and amend or delete their details

• Follow Step 1 & 2 to get to supplier records
• Specify the Filter By criteria and enter the Search Value as shown in Step 3 (Skip this step if you would like a list of all the supplier records)
• Click the magnifying lens (Step 4) to display the entries
• In order to amend or delete any record, select the relevant entry as shown in Step 5 and choose whether to amend or delete the record (Step 6)

• Follow the steps below to add a new supplier
• Steps 1 – 3 will lead you to the Account Payable Record window where you will key in the supplier details

• The Account Payable Record window is as shown below
• Enter the supplier’s details as shown below Step 4 and click the Save button (Step 5)

Invoice(s)

Follow the steps below to create and process Invoice(s)

• Follow Steps 1 – 3 to get to Invoice(s)
• Click the New button indicated in Step 4 to create an Invoice

• Click the magnifying lens shown in Step 5 to search and select the supplier the invoice is from
• Enter the invoice description as shown in Step 6. You can skip this for the description to be inherited from LPO
• Enter the Invoice number and check the box as shown in Step 7 and set the due date (Step 8)
• Click the magnifying lens shown in Step 9 to search and select the vote heads, and select the Get Uninvoiced Orders button (Step 10)

• Specify the Search Criteria and enter the Search Value as shown in Step 11 then click the magnifying lens (Step 12) to display a list of orders from the supplier you selected earlier
• Click the checkbox before the magnifying lens to display undelivered orders only
• Select the order you’re receiving the invoice for (Step 13) and click the Use button shown in Step 14

• All the items in the LPO should now appear on the supplier invoice window
• Click Save (Step 15) and click Ok on the text box that appears
• Follow Steps 1 – 3 to get to invoices

• After the invoice has been received, it should be posted before a Payment Voucher can be prepared
• Follow the steps below to post an invoice
• Follow Steps 1 – 3 to get to Invoice(s)
• Specify the Search Criteria and enter the Search Value as shown in Step 4 then click the magnifying lens (Step 5) to display a list of invoices
• Select the invoice you would like to post (Step 6) and click the Pay button shown in Step 7
• Click Ok on the text box that appears (Step 8)
• Should you encounter any challenges trying to post an Invoice, the process can be done from the Finance Module

Payment Voucher

Follow the steps below to create and process Payment Voucher(s)

• Follow Steps 1 – 3 to get to Payment Vouchers
• Click the New button shown in Step 4
• On the small menu that appears, select Invoiced Payment (Step 5) and click the Invoiced button shown in Step 6

• Search and select the supplier as shown in Step 7
• Enter the details such as payment mode, reference, description, account to be credited, and the department from which the expenditure is to be charged as shown in Step 8
• Click the Add Unpaid Invoice(s) button as shown in Step 9

• On the window shown below, specify the search criteria, enter the search value (Step 10), and click the magnifying lens shown in Step 11 to display the Invoice(s)
• You can skip Step 10 and proceed to Step 11 to display a list of all the Invoices
• Select the Invoice as shown in Step 12 and click the Use button shown in Step 13
• NOTE: For this to be successful, the Requisition Status on the right hand side should read POSTED

• The items and details should now appear on the Invoice Payment Voucher window as shown below
• Select whether the tax is inclusive or exclusive and set the tax rate as shown in Step 14
• Click the Settle Full button as shown in Step 15 to offset the whole amount
• Click Save (Step 16) and click OK on the text box that appears as shown in Step 17

• The figure below is the representation of a Payment Voucher

Reports