Unit4 Web Apps Help Center
The responsive Unit4 Purchasing app lets you manage all your requisitions on any device. Using the app, you can: Find products. Enter requisitions. Manage GL Analysis information. Get an overview of your open requisitions and purchase orders. * Confirm the receipt of goods.
Fixes
UWID 0019511: There was an issue when you copied the GL analysis from one row to another in the Purchase Request (XPQ002) window, as some of the values were copied incorrectly. We have fixed this issue.
Fixes
UWID 0018555: There was a problem when using Amount use products with Form. When the Purchase request was approved, you could not see the information from that Form. We have fixed this issue.
UWID 0018754: You can see now only your pending deliveries for the current month, or search for information on deliveries for previous or next months from your user only. This change improves the performance of the Purchasing App.
Fixes
UWID 0018019: Some of the fields in the GL Analysis have been defaulted to show a maximum number of values to avoid problems when loading the app.
It was not possible to enter any value in the GL Analysis for a work order, as the page did not respond due to the large amount of active attribute values available.
You can configure the number of values to be displayed in the web.config SelectionListMaxResults paramater. If there are more values than the ones selected in the parameter, the following message together with the maximum number of values selected will be displayed:
Too many values. Please narrow your search
The following sections and fields have limitations applied:
General section:
Tax information section:
Cost categories section:
This release fixes the problem with the installation package that was provoking a database connection issue.
Fixes
UWID 0015856: The Purchasing app now displays the search results using the same configuration as the Unit4 ERP web, also taking into account the information in the sorting column.
New features and enhancements
It is possible to switch between multiple clients with the same user name. This allows the completion of tasks quickly and mimics the behavious of Unit 4 ERP.
You will be informed if a product is expired when using Purchase lists. Also, you cannot add expired products to the shopping cart or to purchase lists.
Fixes
UWID 0015990: You could not add documents in the shopping cart if the name of the Document type ID contained a dot ".". We have fixed this isuue.
UWID 0015743: There was a problem when using the Purchasing app if it was opened after closing or minimizing it without logging out. We have fixed this issue and you can open the app again, regardless of whether you have logged in before or not.
Unit4 ERP7 users may be used to the Clear the Cache button; however, the application cache is purged automatically at regular intervals.
To use the app, you need to be a Unit4 ERP7 user, and have the Requisitions Experience Pack installed.
To log into the Unit4 Purchasing app, use your Unit4 ERP credentials. The application can also be set up to use Windows credentials for logging in.
You can change to another client using the same user name. By clicking on the name of the client in Options (three lines), on the upper left corner of the screen.
First, the system will check if the user name is connected to the client. This information is configured in the User master file window of Unit4 ERP.
a) If the user name is not connected to client, you will see a warning message in the login screen, preventing you from continue.
b) If the user name is connected to the client the system logs in with that user and client. Then, the system will check if the client has a resource connected.
No resource connected to user on client. Purchase requests won't be submitted
Warning: If you select a different client while there are products in the cart, the cart will be emptied. If you click Cancel the user name will kept the same client and the cart will not be emptied. You will be presented with this message to prevent them from losing the contents of your cart:
If you continue you will lose the contents of your shopping cart.
Everytime you switch between clients, the system will request confirmation to move to the new client or staying on the same client.
When selecting a new client using the same user name, the Landing page will show the information on the suppliers based on the selected client setup.
If you try to select a different client and you have not saved or submitted your Purchase request, the system will inform you with the message:
You still have a Purchase request that is not submited yet. If you proceed to update the client you will lose all unsaved work. Do you want to proceed?
If you click on Proceed you will lose the Purchase request that was not submitted, but if you click on Cancel, you will remain on the same client, allowing you to continue to submit the Purchase request.
You can review our Privacy Statement - the link is available at the bottom of your screen.
When you log in, you automatically enter the Search tab. This tab has: A search bar at the top of the screen. A drop-down list where you can select a category for which you want to find a product.
The search tab must be set up in the Product search configuration window in Unit4 ERP.
To use the search, type in the name of the product in the search bar on the main screen of the application. If you are using any other module of the application, you can always return to the search feature by tapping Search in the menu at the bottom of the screen.
The search functionality allows you to search products by specific category. In order to select category, tap the arrow button and then select a category from a drop-down list, the first category is selected by default. After selecting a category, the search result list will be limited to products from a given category only. In addition, when you do a search by category you cannot collapse the results in order to go back to the Search view, you will have to go back manually.
Tapping the small filter icon below the search bar allows you to use filters, thanks to which you can narrow down your search results to include only specific elements as defined in ERP7 configuration. You can also select individual products from the filtered list to either Send for approval or Save as draft. The available filters are configured in the product search configuration.
Detailed information about the filter configuration can be found in the Requisitions Reference manual.
By tapping on the product in the search result or in the cart, you will display product details, which include the product name, photo, description and other key parameters.
You can use the + and - buttons to change the quantity and the Add to cart button to add the selected product to the cart in the given quantity.
Note: Expired products will not be visible when you perform a search.
When you find the product you are interested in, you can tap the Cart button to add it to your cart. When a product is added to the cart, the cart icon in the top-right corner of the screen will display a badge with the quantity of items added, from 1 to 99+ in the case there are more than 99 items in the cart. Note that the minimum quantity of items added to the cart is 0.01; however, the quantity displayed on the cart badge is always rounded up to the next cardinal number.
When the cart is empty, it displays the message:
You have no items in your shopping cart.
It also displays a button that will redirect you back to the search functionality of the application.
After adding products to your cart, you can assign a purchase request name, set your order delivery date, set delivery address along with delivery contact, and edit item quantities or remove products altogether.
To remove a single product from your cart, tap the menu button (three dots) next to the item and then tap the Remove button. You can also remove products from Product Detail screen if accessed from My Cart screen. After removing an item from your cart, you will see the following confirmation message
Item removed
You can dismiss the message by tapping anyhere on the screen, otherwise it will be dismissed automatically after 5 seconds. Tapping the Undo button will revert the removal and add the product back to your cart.
You can add an item to your cart in a number of ways:
Tapping the Send for approval button automatically saves the cart contents as a purchse request.
If you need to remove all items from your cart, you can do it by tapping the menu button and then selecting Empty cart. You will se the following message on your screen, along with an Undo button.
The cart has been emptied
You can dismiss the message by tapping anyhere on the screen, otherwise it will be dismissed automatically after 5 seconds.
You can modify your delivery address and select the delivery contact in one of two ways:
With items added to your cart, you can save a draft purchase request. To do so, tap the Save as draft button. You will see the following message on screen, along with a Go to Purchase request button:
Draft purchase request ID saved
You can dismiss the message by tapping anyhere on the screen.
After adding products to your cart, you can tap the Send for approval button in order to submit your purchase request for approval. You will see the following confirmation message, along with a Go to Purchase request button.
Purchase request ID sent for approval
You can dismiss the message by tapping anyhere on the screen.
In the menu on the bottom of your screen, tap the Orders button, then select Purchase requests from the top menu. The application will display all purchase requests available. If there are no purchase requests, the application will display the message:
There are no purchase requests yet
You may filter the purchase requests displayed by tapping the arrow button below the search bar and selecting one of the available options. The default setting is All, but you can also narrow the list down to purchase reuqests that are In progress or Approved, as well as see Draft purchase requests only.
By tapping one of the available purchase requests, you can view its details, where you can assign your custom name to the request and set the delivery date, set the delivery address and contact, as well as view the list of products included in the request.
Tapping the menu button (three dots) at the top of the screen allows you to save the request as draft, as well as to remove it altogether, if you do not need it any more.
If you have products added to a request, you can edit their quantities directly by tapping the + and - buttons or editing them manually.
At the bottom of the screen, you can see the total price for all the items in the purchase request, along with the Send for approval button.
In order to add new products to a purchase request, tap the Add more products button at the bottom of the purchase request screen. A search will open, where you will be able to find the product you would like to add. After finding the desired product, you can click the + button in the results to add it directly to the purchase request, or tap the search result in order to view product details. You may also set the quantity needed before tapping the + button to add the products to your purchase request. Upon adding a product to the purchase request, the following confirmation message will be displayed:
Items added to purchase request
In order to commit the changes, the purchase request needs to be either Saved as draft or Sent for approval.
In order to remove a product from a purchase request, tap the menu button (three dots) next to the product, and then select the Remove option from the menu.
The follwing confirmation message will be displayed, along with an Undo button:
Item removed
You can dismiss the message by tapping anyhere on the screen, otherwise it will be dismissed automatically after 5 seconds.
In order to commit the changes, the purchase request needs to be either Saved as draft or Sent for approval.
An amount use product is an article that has a fixed quantity (1), and has an editable price which is used to follow up on sales and purchases. This is commonly used when purchasing services, for instance consultancy hours for a project.
Note: To find out more about how to configure this kind of product, see the latest version of the Requisitions experience pack reference manual.
A form-based product is based on a flexi-field group definition, in this case a form that contains one or several predefined fields. When adding a form-based product to your cart or to a purchase request, you are expected to enter additional product information required by the supplier while creating the purchase request.
Within some business areas it is common (or even required) to rank supplier contracts, with the aim of helping the requisitioner to select preferred suppliers and their products. In order to ensure that the requisitioners follow the internal procurement policy, a validation is done when a product is added to the cart. If the selected product ranks low (its ranking is different from blank or 1), the following warning message will inform you:
Deviation from ranking
The window includes a Reason drop-down and a Comment section where you can explain the reasoning for this deviation. Once this has been done, you cann add the product to the cart and proceed with the purchase.
Tapping the Orders option in the main menu on the bottom of the app displays the Orders screen, where you can see your purchase requests, as well as orders.
The Purchase requests tab displays purchase requests in the app, along with the total amount and status: Draft, In progress or Approved. By tapping on the purchase request, you can set its name, change delivery date, change delivery address and change products, before sending it for approval (in the case of purchase requests which are sent for approval or already approved) or saving, in the case of draft purchase orders.
The Orders tab displays orders in the app. You can filter the list by order status. To do so, tap the All drop-down to open a drop-down menu and choose the option you would like to use. The available order statuses include: In progress, Approved, Ordered, Confirmed, and Delivered.
The list of orders also displays the total order price in the supplier currency.
Tapping the Deliveries button in the main menu at the bottom of the screen takes you to the Deliveries screen, where you can manage deliveries and view their details.
The screen shows pending deliveries with delivery dates (day and month), supplier name and order number.
By tapping an individual order, you can view the details of a delivery. The delivery detail screen displays key order information - supplier name and delivery date, as well as reference names and the list of products ordered, with individual prices and quantities.
When aceepting deliveries, take the following into consideration:
If PQ_ONLY_SHOW_CONFIRMED_PO system parameter is active, you will only see the purchase orders that have been confirmed.
When there are different delivery dates for different products, the purchase order is shown in the different dates.
Deliveries with Workflow in progress cannot be accepted.
You can fully receive a delivery that has been previously partially received.
By tapping the product menu, you can select GL analysis option, which allows you to view a read-only GL analysis of the selected product.
At the bottom of the delivery screen, you can see the total amount in the supplier's currency, as well as the Accept delivery button.
After clicking the Accept delivery button. you will see a confirmation window. Tap Yes, accept to accept the delivery and remove the order or Cancel in order to go back.
The Purchasing app includes a general ledger analysis tool, which allows you to check the basic analytical information concerning your purchases, so that you do not have to rely on the desktop and web version of Unit4 ERP to handle your purchases.
In order to display the GL analysis, you can add the product to cart, then go to the product menu by tapping the three vertical dots next to the product and select GL analysis.
You can also bring up GL analysis by tapping any product in your cart and then going to GL analysis on the product detail screen.
GL analysis information is also available in the Purchase requests tab of the Orders menu. You can find it by going to the Purchase request details screen and tapping the three vertical dots next to the products.
GL analyses available in the Purchasing app can be edited in order to lower purchasers' reliance on Unit4 ERP7 in their day-to-day operations.
In order to modify information included in GL analyses, choose the Edit GL analysis option in:
You can edit currency, and the total amount will be automatically recalculated based on the exchange rate defined in the system, you can select an account used, choose the appropriate tax code, as well as assign the appropriate cost categories, depending on the configuration of the account rule in your organisation.
After finishing your edits, you can either save the GL analysis for a single product or choose the Apply cost categories to all items option in order to use the selected categories to all products added.
Note: If you happen to make a mistake in cost categories, the application will not let you save the GL analysis, instead you will get an error. In such a case, double-check the cost categories, fix the problem and try again.
The Purchasing app allows you to create and edit purchase list to reduce the purchasers' dependence on Unit4 ERP7.
There are several ways of creating purchase lists. These include:
You can select an existing purchase list if one was previously created, or create a new one by tapping New purchase list.
If you choose to create a new purchase list, you will need to provide the list name and description (up to 255 characters), determine whether products should be saved without their quantities and select whether the newly-created purchase list will be visible only to you, or to all users.
You will be informed when a products is expired from your purchase list, to prevent you from adding it to the cart. Expired products will be marked as "expired" with a red outline. The Add to cart button for these products will be disabled.
If a purchase list contains expired products: If it contains expired and not expired products, only the product or products which are not expired can be added to the cart. If a purchase list only contains expired products, the Add to cart button will not be available.
Expired products will be visible in purchase lists, but you will not be able to edit the quantity. However, you can remove the expired product from the purchase list.
You will be informed with the number of products added to cart from your purchase list, as well as the number of expired products which were not added to the cart.
Tapping the My lists option in the main menu on the bottom of the screen allows you to see the purchase lists that are available to you.
After opening the list, you can change the quantities of products and add them to cart directly. However, you cannot change the quantity or add to the cart expired productss. You can also remove products from the list by clicking the bin icon.
On the bottom of the screen, you can find a summary with the total quantity of products and an button to add products to cart named Products available. Tapping the button will instantly add all the products on the list to your cart.
After removing a product from the list or changing quantities, tap the list menu (three vertical dots on the top of the screen) and select Save changes, to make the changes permanent.
You can also use the menu to delete the list. After selecting this option, the list will be deleted. the following message will be displayed, along with an Undo button:
The list has been deleted.
You can dismiss the message by tapping anyhere on the screen, otherwise it will be dismissed automatically after 5 seconds.
The Purchasing app allows you to add documents to your purchase requests and products using your cart or the purchase request screen to provide more information.
In order to add product documents, go to your cart or to a purchase request, then go to the product and tap its menu. Then choose the Documents option with a paperclip icon. A document list will be displayed, showing all documents assigned to a given product - by default, you will only see:
No documents have been attached yet.
Tap the + button in the upper-right corner of this screen to open a new window, where you can select document type, select a file to upload, set a custom filename and provide a brief description. When you tap Save, the document will be assigned to a product and the paperclip icon will get a label with the number of the documents assigned.
While in cart, you can also add products to the entire cart. Tap the paperclip icon on the top of the screen, then follow the instructions for adding documents to an individual product. Any documents added to the cart will be added automatically to the purchase requests when you save the cart as draft or send the purchase request for approval.
When documents are added to the purchase request or product, the paperclip icon has a label displaying the total number of documents added. Tapping on the icon displays a list of documents. You can interact with the documents by choosing the relevant options from their menu, tap the three vertical dots icon on the right-hand side to download the document.
