By now, you should have watched the purchasing tutorials. This purchasing training lets you work at your own pace to learn the purchasing process.
Purchasing is an intregal part of our business and all purchases should have a purchase order created prior to the goods being ordered.
At the end of the video tutorials you should be able to:
- Navigate & Use the Purchase Orders module
- Understand the importance of Purchase Orders & Delivery Dockets
- Raise & Approve Purchase Orders
- Complete Purchase Order Maintenance
- Enter Delivery Dockets
- Display & Print Invoices / Purchase Orders
- Code, Batch & Authorise Invoices
You will get your log in details emailed to you within 3 days of completing the training and submitting the evidence requested.
If you have any problems completing this purchasing training online or require further assistance during the training please contact your Jobpac Administrator on 08 9208 8058 or email Jobpacadmin@decmil.com.au
Purchase Orders represent a substantial portion of the commitments for a project and are necessary to ensure outstanding costs associated with the supply of materials and labour are taken up at the earliest possible time.
It is mandatory that a purchase order be raised for all job related purchases. It is also mandatory that all orders be raised in Jobpac. Manual orders should only be raised in exceptional circumstances, such as communications being down. Any manual orders raised must be subsequently entered into Jobpac before month end cut off.
Before raising a Purchase Order, the contract administrator must consider if strict control over the valuation and payment of the service is required, if the purchase order is over $100,000, if variations are likely to be required in relation to the service, or retention is required. If the answer to any of these is yes, then raise a Subcontract Agreement in preference to a Purchase Order. For more information on Subcontract Agreements please email the Commercial Manager in your region for further assistance.
Ok, lets log in! Click the below link (and save for future reference)
https://cloud.jobpac.com.au/_layouts/15/Jobpac/LoginPages/Login.aspx?ReturnUrl=%2fsites%2fDEC%2f_layouts%2f15%2fAuthenticate.aspx%3fSource%3d%252Fsites%252FDEC%252FPages%252Fdefault%252Easpx&Source=%2Fsites%2FDEC%2FPages%2Fdefault%2Easpx
Use the below details to log in:
Username: DECTRAIN1
Password: Training1
Navigate to Enter Purchase Order Req and create your first purchase order.
Ensure that the purchase order includes:
- an allocation against a project number (preferrably one at the bottom of the list).
- not exceed $1500
- at least 2 line items
- additional information
- your name in the internal contact
Note: dont click into product code (the system will kick you out!)
Should you need to refer back to the video, you can watch this as many times as you need to.
Reminder:
Remember you're using generic log in details, your purchase order when you print it will go to jobpacadmin@decmil.com.au rather than your email address.
For information regarding taxable, GST Free and capital purchase items, please see the purchasing manual located on decnet (page 8) http://dapervws04/bms/Lists/Finance/FI-TM-020-002.aspx
The next activity is to approve your purchase order. When you approve your purchase order, the value will be committed to the cost codes that you have selected for the amount that the order has been raised for.
If you are employed by Decmil Southern - they use advanced approvals, where you send the purchase order for approval from Jobpac. For more information about advanced approvals please email Jobpacadmin@decmil.com.au and i will provide an additional video.
When you approve the purchase order, Jobpac will notify the person that raised the purchase order via email.
Once the purchase order has been approved you will need to log into Jobpac, print the purchase order and and send it to the supplier with the full terms and conditions.
Approval limits are set by the Board.
Our limits of authority are set in the Goverance Authority Matrix document available on Decnet. Click on the BMS, search the word 'Authority' and the document will appear.
Your LOA will apply throughout Jobpac. If you have a limit of authority of $1,000 on a project, you will be able to approve & authorise a payment for invoicing up to the value of $1,000 for that specific project.
One of the benefits of Jobpac is that it's very secure around cost control. No one can allocate costs to a project that they don't work on, and corporate staff will not be able to approve committments on a project either.
Project costs must be approved by project staff, and only limited project staff will gain access to Jobpac including Contract Administrators, Site Admin, Project Managers and Deputy PMs / Construction Managers.
Now... lets PRINT your Purchase Order. Remember, Jobpac is tree friendly and all printing actually sends to your email address - not the printer! It will send the Purchase Order to Jobpacadmin@decmil.com.au
All invoices should be sent directly to Accounts Payable, via email.
All invoices received by Accounts Payable, must display a purchase order number (unless its a progress claim). If the purchase order number is not on the tax invoice, the invoice will be sent back to the supplier and advised that purchase orders are mandatory at Decmil and the invoice has been rejected.
In order to keep your suppliers happy, ensure that they understand that they must provide the correct purchase order on the tax invoice.
Once the goods have been delivered, the invoice will be sent to Accounts Payable. It is the department or projects responsibility to check if there are invoices waiting to be coded and ensure that invoices are paid on time.
Please remember that you can view these Jobpac Tutorial Videos in the future. There are also many other videos that may assist you so please take a look at them via the below link:
https://decmilgroup.sharepoint.com/portals/hub/_layouts/15/PointPublishing.aspx?app=video&p=c&chid=98a212dd-41f2-4e33-a9f3-1cd4992e418b&s=0&t=pfb
What if the Vendor is not in Jobpac?
The supplier will need to complete our Accounts Payable Master Vendor Form (on Decnet)
For Australia;
https://decmilgroup.sharepoint.com/BMS/BMS%20Documents/Accounts%20Payable%20Vendor%20Master%20Form.docx
For New Zealand;
https://decmilgroup.sharepoint.com/BMS/BMS%20Documents/Accounts%20Payable%20Vendor%20Master%20Form%20-%20NZ%20Only.docx
Have the supplier complete this form and send it to Accounts Payable. Allow 3 working days for Accounts Payable to load the new vendor before trying again.
If you need this quickly then pick up the phone and call the AP team. They will be happy to help.
What is the email address for accounts payable?
That depends on which project and entity you're working for.
Below is a list of the current entities, if you're not sure then send through your query to accounts@decmil.com.au and someone will assist you.
Decmil Group accounts@decmilgroup.com.auDecmil Australia accounts@decmil.com.au Homeground accounts@homegroundvillages.com.au Eastcoast Development Engineering ede.accounts@decmil.com.auDecmil Construction NZ DCNZ.accounts@decmil.com.auSC Services AP@scservices.com.auDecmil Balance Joint Venture dbjv.accounts@decmil.com.auDecmil Besix Joint Venture Dbesix.accounts@decmil.com.au Decmil Southern (formerly Cut & Fill) ds.accounts@decmil.com.au
I can't see my project number. Am I doing something wrong?
Sounds like a security setup issue. Email this through to JobpacAdmin@decmil.com.au and we will resolve this for you. There is no need to send this through to Service Desk (IT).
What cost code do I allocate my cost to?
If you're not sure, speak with the Contracts Administrator or Project Manager on your Project.
They advise where costs are budgeted.
I dont have time to create a purchase order - do I have to do this?
YES. Purchase Orders are mandatory at Decmil. If you don't create a purchase order, the invoice will not get paid and the monthly financial reporting relies on the entry of committed costs.
I have forgotten my log in password. Who will reset it for me?
Send an email to JobpacAdmin@decmil.com.au, and either myself Irina Slocum or Kelly Walters will reset it for you.
In fact, all Jobpac issues should come directly to the above address unless its a connection issue. This can go to the IT Department :)
We are here to help and want to assist so either pick up the phone or email us!