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1. Creating Your PO Collection

Creating the first process is as easy as 1 2 3! Thanks to BizzMine’s fantastic wizards that get you up and running as soon as possible.

The first step of the process is to navigate to the settings side of BizzMine by clicking on the gears icon.

You will see a screen appear similar to below:

 

This screen will appear but will include all default collections.

Following on from this screen, you should click on “+ CREATE COLLECTION”, as highlighted in yellow above.

Upon doing so, the creation collection wizard will load.

This is the first step of the collection creation wizard. The properties screen.

PART 1: STEP 1

The first step of the collection creation wizard is to fill in properties of the collection.

The properties consists of:

Collection type (Form or Document) – in this instance, it will be a form (workflow) collection type.

Name – the name should be relevant to the process you are creating, we are going to call our first one Items.

Description – the description can be an organizational description, such as “Purchase order form for all external purchase requests”.

Code – a code will be automatically generated by BizzMine, if you should wish to code the process then you can.

Manager rights – assign manager rights relevant to the process. This can be either hierarchical or departmental should you wish, as a first process I would not be too concerned about this as it can be changed later on.

STEP 2

The next step of the collection creation wizard is to design the data for the collection.

DATA TYPES

There are currently 9 data types in BizzMine, read more here

 

At this stage we have created 3 data fields for our collection, firstly go to “ADD FIELD”, and then select field types as appropriate for each field below:

Code – Alpha Numeric, the alpha numeric data type allows all text characters and will enable the code to be flexible to organizational requirements.

Description Alpha Numeric, the alpha numeric data type in this instance allows for a comprehensive description of the purchase order being raised. You may wish to use a Memo field type if you wish to add a detailed description.

Unit Price – Numeric, the numeric data type lets you input an amount for the unit price of the purchase order.

Quantity – Numeric, the numeric data type lets you input an amount for the quantity of the purchase order item.

 

STEP 3

Design your form, for clean input of your data you should ensure that the form design is clear and understandable. With sub-collections there is less emphasis on the form design but it is good practice to organise it as you proceed through the wizard.

 

STEP 4

The next key stage, is to ensure the list design of the collection is to your requirements. 

 

To create your column headings, simply drag the field names from the right hand side highlighted (red) to the centre screen (yellow).

For our list design, we are going to select the following fields:

  • Code
  • Description
  • Unit Price
  • Quantity

 

STEP 5

At the 5th stage of the wizard, create your search criteria.

Here we will add 2 search criteria consecutively;

With the conditions as follows:

Included:

Code          | Contains | [Blank]

Description | Contains | [Blank]

STEP 6

At the penultimate step in the wizard, you will set the permissions of the collection. Stating who has rights to perform specific actions.

For this instance, we will leave this as default. Though, this can be changed later on should you require.

STEP 7

At the final stage of the creation wizard, you will notice a summary screen, with a final few options for descriptions, permissions and captions.

 

PART 2: STEP 1

As we intend to have multiple collections linked to our Purchase Order process (as multiple specific data is captured), we firstly click on Create Collection and we must again populate the properties for this next collection.

This will be the Suppliers collection.

STEP 2

The next step that follows is the data design.

At this stage we have created 4 data fields for our collection, firstly go to “ADD FIELD”, and then select field types as appropriate for each field below:

Name – Alpha Numeric, the alpha numeric data type allows all text characters.

Email Email, the email data-type is a field dedicated to the capture of email addresses.

Contact – Alpha Numeric, allowing for varied data entry.

Phone – Alpha Numeric, the alpha numeric data type has been chosen as it allows for varying country codes.

 

STEP 3

Design your form, for clean input of your data you should ensure that the form design is clear and understandable. The design of this form is simple, again: simply drag and drop fields from right of the screen, to center.

STEP 4

The next key stage, is to ensure the list design of the collection is to your requirements.

For this list, we are going to select the following headings:

  • Name
  • Contact
  • Email
  • Phone

STEP 5

At the 5th stage of the wizard, configure your search criteria.

For this search, we are going to implement the following criteria:

Included:

Name    | Contains | [Blank]

Contact | Contains | [Blank]

STEP 6

At the penultimate step in the wizard, you will set the permissions of the collection. Stating who has rights to perform specific actions.

As with the Items collection, we will leave the default permissions at this point.

STEP 7

At the final stage of the creation wizard, you will notice a summary screen, with a final few options for descriptions, permissions and captions.

PART 3: STEP 1

We are going to restart the collection design wizard for the final time (at this current moment), after clicking create collection we are going to fill out the properties of our main form collection: Purchase (PO) Requests

 

STEP 2

The next step that follows is the data design, this instance of data design will be more advanced than the previous two as we are going to link our existing sub-collections to our main collection.

The first action that we are going to perform in this instance is to alter the “Registered on behalf of” field to become “Requester”.

To do this, we are going to edit the properties of the field by selecting the pencil next to the field.

This will open up the field properties window on the right hand side of your screen.

Original

 

Simply change the name and caption to requester.

 

We are then going to add in 7 new fields to this collection.

  • Subject – Alpha numeric
  • Data Required – Date Picker
  • Department – Combo box (with a selection of departments relative to your organisation)
  • Approver – Radio group (CEO, Financial Manager, Procurement Manager)
  • Procurement Remark – Memo
  • Approval – Radio group (Yes, More Information Required, No)
  • Approver Remarks – Memo

Now that we have added in our new fields, we need to link this (main collection) to the previously created collections (Suppliers and Items).

Firstly, go to Link collection

This will provide you with a list of available collections, the first collection we are going to link is Suppliers – simply click on it to select it.

This in turn, will load a second wizard and the first stage of this is to select the relationship type between the two collections.

1 to 1 or 1 to many – in this instance only a single supplier should be linked to the purchase order, so we are going to select 1 to 1 (single record).

The next selection is to determine whether the relationship data (i.e. the data saved when created in the collection between the two collections) should be Relational or Historical.

Relational will update with the record automatically should the collection entry be altered.

Historical will lock the record field entry and will not change with the collection field. Preserving the records accuracy.

In this instance as we would require supplier details to be altered with any supplier detail changes (address, contact number etc.), we are going to select a Relational relationship.

We then need to name the relationship between the two collections, this acts as a reference point on the form. We are going to name this one as vendor.

Click save to save the link between the collections.

We then need to add our Items collection, ensure that you select Link Collection beneath the Purchase Order collection, not the Vendor collection that will show below.

This will again load the secondary wizard.

Select the Items collection but this time select a 1 to many (grid record) relationship. The reason for this is, it will allow you to raise 1 purchase order with many items at once – instead of an individual PO for each single item.

After clicking this, select the list to be displayed (the list we designed in Step 1 Part 4)

We require the data to be saved ‘Historically’ this time as we do not want the data to be altered on our Purchase Orders.

We then specify that the data is not required to be in a list.

The final step is to name the relation as Items.

At the end of the Data Design phase, you should end up with something that is very similar to this (above).

STEP 3

The next step requires us to design our default form for our PO workflow.

Add your fields using drag and drop.

Add additional components and configure to your requirements, read more about form design here

 

 

STEP 4

We need to design our list for the main form collection.

The designed list should include the following fields

  • PO ID
  • Data Requested
  • Requester
  • Subject
  • Department
  • Date Required
  • Approver
  • Vendor
  • Vendors Phone

You will notice that the fields are divided between their relationships to aid you in finding the correct field names:

STEP 5

Search configuration – this search will be slightly more intricate than the previously created ones.

It will be made up of 2 sections;

PO ID

Equals

 

Subject

Contains

 

Date Requested

>=

 

AND

Approver

Equals

-- Empty --

Approval

Equals

-- Empty --

Department

Equals

-- Empty --

 

STEP 6

Permissions will again be left as standard.

STEP 7

Summary – again, we will leave this as standard. But should you wish to change any captions or names – you can do so here.

 

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