eBuy User Guide
Contents
1. Invoice received scanned and registered to Rents Team on Invoice Register Rents Team Run Input report on arcHouse providing PO ref tenancy ref and amount claimed Input to arcHouse record batch Ref and match to order Input PO ref to invoice Register Record arcHouse Batch Ref in remarks Accept cost by Accept delivery for order Use arcHouse Batch Ref as delivery Note Number Update Invoice to Finance Purchase Ledger who will process Invoice Purchase Ledger Process Invoice Interface with Sun and payment This could be at the same time IT Training Housing Benefit Overpayment 4 of 10 Version 1 dated July 2009 How to raise a Purchase Order for Housing Benefit Overpayment BEN35 received from Local Council by Response and sent to Income Management who scan into local folder of EDM Housing system NOTE in some cases a formal BEN35 is not supplied by the Local Authority In this case an alternative local arrangement will be used e g a copy of the invoice or covering letter From this BEN35 a Purchase Order is raised in eBuy with a copy of the BEN35 attached The BEN35 informs you that an Invoice is in the pipeline it may arrive at the same time as the invoice however it could take up to 4 weeks depending on the Local Authority It also informs you that Housing benefit has been over paid and by what amount A purchase order needs to be raised straight away either before or after the Invoice s arrival depending2. 24 eBuy Swale Meter Read RLSM FT POT 12003 X ae Meter Read n W Polestar Full Desktop testItems wr T POSC110679XX E testItems Browse Cas PractisApp Server H uDPY264 E usp_PROACTIS_R Po b METH File name Sample BEN35 Open Files of type Jal Files 7 Cancel A gt Add Attachment IT Training Housing Benefit Overpayment 7 of 10 Version 1 dated July 2009 A message will show confirming attachment added gt Add new attachment gt Remove selected attachments File Attached shown Denotes required fields Attachments sample BEN35 jpg 66 7 KB gt Edit the line attachments Comments There are currently no comments gt Add a comment X Cancel Y Store Item Line Click Store Item Line tt ies m e P m h Me p r a e I l I I I I l i l I I i l I I i erence nit Cos uan otal Co I Ref Unit Cost Quantity Total Cost i l I r 110164 Each 250 00 1 250 00 Housing Benefit Overpayment l i l I I i I I I I I i l I I i l i na S ei IO ie ee lt Back AGo To Header V Go To Footer Ms E E E E E E E E a E E E ee ee es You will be returned to the Select the item to edit page Click Go To Footer IT Training Housing Benefit Overpayment 8 of 10 Version 1 dated July 2009 Subtotal 250 00 Tax 0 00 Total 250 00 Order attachments gt Invoice address Purchase Ledger Department 60 Bell Road Sittingbourne Kent ME10 4HE gt Contac
3. 345678 i I I i i I I I i I i i i I i i I i I i i I i i i I X Denotes required fields Digits from arcHouse Attachments There are currently no attachments gt Edit the line attachments A copy of the BEN35 should be attached to the Purchase Order Click on Edit the Line Attachments IT Training Housing Benefit Overpayment 6 of 10 Version 1 dated July 2009 Click on Add new attachment Click Browse Locate the BEN35 elating to this PO and Click Open BEN35 is attached click Attach File to confirm Attachments ai Attached File Name There are currently no attachments gt Add new attachment gt Remove selected attachments X Cancel Y Save Attachments X cancel W attach File I I I I I Attachment I Browse eee I I I I 71x J Choose mo Look in 2 Desktop a ce Eee lai Fe a_ Kompozer E mw _joomla_logo png Open Order Lines rpx Desktop sgharris on CT 16 1395 S t af ProactisDB Server 4 Places foot cop ttt ttt ts tt rs PA 1T1716 Subcontractor Invoicing PID ve My Recent Meter Reading Report Sample BEN35 Documents Cae mstsc Sample invoice fi mstsc 2 ELISEO cms L proimp on sunapp Rother Order and Ep Shortcut to bellroz zl Signature E Order Raisers B SubKillerPanel cul P0025_Type_1_PID_Template_v1_ ae sunappl 2 P0026 1710
4. Ab AmicusHorizon eBuy Housing Benefit Overpayment User Guide IT Training Housing Benefit Overpayment Version 1 dated July 2009 Course Outline DURATION 2 hours E ANN ABOUT THE COURSE You will be shown how to raise a purchase order to cover Housing Benefit overpayments and how to set up Pro Forma Templates N R AFTER THE COURSE YOU WILL Know how to raise a purchase order to cover Housing Benefit overpayments and how to set up Pro Forma Templates Oo THE COURSE Knowledge of Ebuy is required WHO WOULD BENEFIT FROM ATTENDING Anyone that needs to process Housing Benefit overpayments within their job roles IT Training Housing Benefit Overpayment 2 of 10 Version 1 dated July 2009 Housing Benefit Overpayment Process How to raise a Purchase Order IT Training Housing Benefit Overpayment 3 of 10 Version 1 dated July 2009 The Housing Benefit Overpayment Process Summary Response BENS5 received send to Income management scanned to local folder P O raised in eBuy attach copy of BEN35 from local folder Budget Holder to decide if going for appeal and add Appeal process to be recorded in the PO notepad on eBuy If appeal raised await result if Appeal successful Cancel Order Record reason order cancelled using letter ref in comment If Appeal unsuccessful Authorise Order with comments If appeal not raised Authorise Order as normal Purchase Ledger
5. le Reference Field Subsidiary ardiashiorian 4 Go to Edit Items Derstes required fields IT Training Housing Benefit Overpayment 5 of 10 Version 1 dated July 2009 5 Click on the code number or the Item shown in the Item Line to open up the line information Reference omit cost quertity Total Cost 110164 Em E D i E DDD houst DanH Gane 6 If you are using a Pro Forma template all that you will need to complete is the Unit Cost and the Delivery Date l l i The i Item Nominal Referenc OM Ocot BE oy Totalo Codes Cost mas YO E000 esc Codes are l preset for POHB so gt Remove item line should not need Delivery Date changing gt Edit delivery date Nominals and Periods Nominal Code Commitment Date Net Oty Non Revrble Tax Net Cost 1016 S4HO0000 ZZ 22 22 2NR 22 14 07 2009 0 00 VAT 250 00 penne TO Te P Heeger Wa pet ager fet ey Em Te E E Me OR nA a ge ee In all cases the following information should be entered AIS ARILO Ze eze ee EN eZ O O id or 2008 1 1 EZ eo var ESO BEN35 Date from BEN35 form gt Add a new nominal period Reference Fields Housing Benefit Title Reference Field Reference from BEN35 Prepayment No z form BEN35 Date Jos o7 fos I I i i i i I i i i i i i i I i i i I i i i I i I Housing Benefit Ref HB123456 I Tenancy Reference 8 l Tenancy Reference 8 Digits 12
6. on local policy 1 In eBuy Click on Purchase iS ae ai Or I OR manner but use the POHBO template it will have another letter ww afterwards L London K Kent S Sussex A Avenue C Casa Ord Your Proferma Templates 4 Laver ish ct IpO Dasar this will depend what region you work for or use one of the Pro forma templates that were set up for you during training Your Order Templates i Tamplake Dmperiphon o To set up a new Pro Forma template Raise a new order using the POHB template Edit Header Input Supplier details Go to Items and select item Go to Footer save as Pro Forma give Template a title This will now appear under the list of Pro Forma Templates on the Order page template that has been ib Edit header Soares E viously set up for you then I I I I ie g i Edit items h h h cil sie it neni ha a you not nave to change tne l Header i Edit footer eade I F b a Fa Pi w m f gh I I Po eee eee ee ee ee ee ee ee eb KK eBery PURCHASE ORDER I I l I belivery Address Supplier I l mo E b Set delivery address E Search for a supplier l a al T l Recs pion Dower Disb Cours DL L I Geo senor Holes White Clits Business Park 125 Hgh Sheeet Dower Croydon KENT Surrey CT1 3P CRO Sp Ge Change supplier branch Internal Flo POLEST AS shang S002 Date 15 07 2005 Document Correy SBF Referente Fields Tit
7. purchase order Once Order is authorised the PO number should be entered into arcHouse by the Rents Team IT Training Housing Benefit Overpayment 9 of 10 Version 1 dated July 2009 IT Training Housing Benefit Overpayment 10 of 10 Version 1 dated July 2009 km
8. t details Caroline Sharp on 020 87268772 Email caroline sharp amicushorizon org uk I i I i l l I l I l l l l i l i l l I I gt Add order comment I l l l l I l I l l i l i l l l l I lt Back Y Save as Pro Forma WY Submit Order AGo To Items Click Submit Order You willbe returned Samm tothe What do you What do you want todo O O SSS want to do page Maem amagana a N me shows Me amma gunevaremiredanbandste sureties ALERT A manual i output of order gt Create a new order Your Proforma Templates 4 lt required Create a purchase order from new based on a template ET ea erg panes gt Copy an existing order I I I l l I I I I I I l l l l l l l l l Creates a purchase order based on an exisiting purchase Medway Council HBO Medway Delete MESSAGE l l l I I I l l l l l l l l l l l l l l Purchase order is valid and also informs you that it has been submitted and awaiting PO number once it has been authorised order Swale Borough C HBO Swale Delete gt Edit a draft order Find and edit an existing draft purchase order or pro forma Your Order Templates 1 I I I l l l l l l l l l l l l l l l gt Amend an order POHBOK HBO Purchase Order Kent i l l l l l l l A e E E E i I I I Find and amend a submitted purchase order gt Cancel an order Find and cancel a submitted
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