BUYER SYSTEM SETTING
Beginning your journey with Procurehere starts with a few simple steps to set up your administrator account and user accounts as well as configuring your system settings.
User Accounts
- Creating a New User Role (Note: Start by creating user roles before setting up user accounts)
- Creating a New User Account
System Settings
Your Administrator has access to create new user accounts, for team members in your organization. This allows them to collaborate and participate in the procurement process as event creators, approvers, editors, viewers, evaluators etc. There are several pre-defined user roles in the system, and further roles can be created when needed. The pre-defined user roles are as follows:
|
No. |
Role |
Description |
|
1 |
Admin |
This role enables the user to have the full control of the buyer account settings, including deactivation of the account. The account owner will automatically be assigned to this role. |
|
2 |
Admin Viewer |
The admin viewer is able to access the entire system with only the view access rights, printing of reports, download files and export excel files. This role is normally assigned to the auditor for system assessment. |
|
3 |
System Setting Admin |
This admin is responsible for the system configurations. It is usually held by the IT/ development team admin, in which access to the event and customer data is restricted. |
|
4 |
User Admin |
This admin is responsible for the maintenance of the buyer users where he is allowed to create, update or deactivate buyer user. |
|
5 |
Account Admin |
This admin is responsible in ensuring the account is active by renewing the subscription package or upgrading the subscription package. |
|
6 |
Buyer User |
This is the most basic user rights in the system. Their rights are determined in each event, such as event editor, approver or the evaluator. |
|
7 |
Event Creator |
This role has the rights to create all the events which includes RFI, RFP, RFQ, Tenders, Auctions and Purchase Requisitions (PR). |
|
8 |
PR Creator |
The right is limited to the creation of Purchase Requisitions. |
|
9 |
Auction Creator |
The right is limited to the creation of Auctions. |
|
10 |
RFx Creator |
The rights are limited to the creation of RFI, RFQ, RFP and Tenders. |
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Create a new user account by accessing the Users Tab on the left hand side of the dashboard and clicking on the Users link.
This brings you to a list of current users. At the bottom of the list, there is a 'Create User' button which bring you to a User Account Administration form to create a new user account.
|
Login Email |
Create an unique email login for each user. Example: username@organization.com |
| User Name |
Create a user name in reference to the user's first name or last name |
| Password |
Administrators can create a standard initial password for all users. Note*: New users will have to login and reset their passwords. |
| Designation |
State the individual's job role or designation. |
| Contact No |
Include the user's office or mobile contact number |
| User Role |
Determine the user role that the user will be assigned to. Bear in mind that each user role has limitations on its accessibility and usage. |
| Account Locked |
This feature allows Administrator to lock and unlock user accounts. Users that wrongly enter their passwords, would be locked out of the system and they would have to contact the administrator to unlock the account. |
| Status |
You are allowed to set this as Active or In-Active as a control measure. |
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System Settings
System settings consists of seven categories that you can customize or use default settings. Some sections would require input before your users are able to create events.
UOM is managed by accessing the System Setting on the left hand side of the dashboard, and then selecting the option for UOM which will bring you to a default UOM List which has some of the most commonly used UOM. At the bottom of the list, there is a 'Create UOM' button that will bring you to a UOM administration section.
Create UOM Form
| UOM |
You can use a common measurement abbreviation or fully indicate the unit of measurement. Example: cm or centimeter |
| UOM Description |
You can describe the abbreviation of the UOM Example: Centimeter |
| Status |
You are allowed to set this as Active or Inactive as a control measure. If a UOM is currently in use somewhere in the system (i.e. in an event or in a purchase requisition/order), you cannot deactivate it. |
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These are accessed through the system settings tab on the dashboard. This section allows you to determine the timezone of your company's physical or trading location. Your team users and supplier will see this time setting in the system.
The buyer settings form is filled out as follows:
| Time Zone | Select your company main location timezone or its trading timezone. Be careful in selecting the timezone as this will impact the way suppliers ability to participate in the event. |
| Currency | You are able to set the main currency denomination that your company will be using. This can be more geographically inclined as most companies engage in locally based suppliers. |
| Decimal | You can determine the decimal limit up to four decimal places. |
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These are accessed through the system settings tab on the dashboard.
This section defines the supplier categories. You have the option of defining your own category or you can import our standard category listing which is based on NAISC (www.naics.com). Do take note that once the NAICS category is loaded or a new category code is created, you can only deactivate it instead of deleting it.
| Category Code |
This section allows you to create an unique industry code for that will be used as your supplier categories. Example: Numerical only - 100200 , Alphanumerical - PRCHR100 |
| Industry Category |
Describe specifically the category Example: Air and Gas Compressor Manufacturing, Office Furniture Manufacturing |
| Status |
You are allowed to set this as Active or In-Active as a control feature. Note*: Industry categories cannot be deleted once created, it can only be set to inactive |
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Cost Centre is accessed through the system settings tab on the dashboard.
You can define the cost center (business unit) according to your organization. This setting has no effect on the system but solely used for reporting and appears on the PO letterhead.
| Cost Center |
You can create a list of cost centers within your company. Example: Building Maintenance , Human Resources |
| Description |
Briefly describe the budget types covered by a particular cost center. (Limited to 128 characters) Example: Building Maintenance; Air Cooling Systems, Lighting, Plumbing, Flooring, Roofing |
| Status | You are allowed to set this as Active or In-Active as a control feature. |
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Business Unit
Add or edit your business units by clicking on 'Business Unit' under the 'System Setting' section in the left navigation panel.
Create a business unit by filling up the form:
|
Business Unit Name |
Enter a convenient reference name of your business unit, e.g. "HR Department" or "Branch ABC". |
|
Unit Code |
If you have set up your Purchase Requisition ID code to have the business unit appear in it, then you have to specify a code for your business unit here (e.g. HRD) |
|
Display Name |
Enter the official name of your business unit, e.g. "Subsidiary B Pte Ltd", as it will appear on report or official document headers. |
|
Event Owner |
This will automatically show the name, email and contact details of the event creator. |
|
Line 1-7 |
Full address or other information for inclusion on the letterhead. |
|
Logo |
Upload a graphic file to be displayed as a logo on your Purchase Orders. |
|
Status |
Select 'Active' if currently in use. You cannot delete a Business Unit that's already in use, you may only Deactivate it. |
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The Product Category section is accessed through the system settings tab on the dashboard. View this article on how to set up your Product Category
Back to Buyer System Setting
The Product List is accessed through the system settings tab on the dashboard. View this article on how to set up your Product List.
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The Address is accessed through the system settings tab on the dashboard.
These are the addresses that will appear in the event's corresponding address and the PR delivery address. You may select from your multiple addresses.
| Title |
State your company's name of divisional unit name. Example: Manufacturing Department, ABC Motors Limited |
|
Address Line 1 Address Line 2 |
Provide the unit number, lot number, street name etc |
| City/Town |
State your city or town. |
| Select Country |
Select Country |
| State/Province |
Select State or Province |
| Zip Code |
State Zip code |
| Status |
You are allowed to set this as Active or In-Active as a control feature. |
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