Term preparation
Retain the campus and term context for classroom supplies and administrative pack work. Ordering early does not prove receipt, and a packed kit remains tied to the actual components used.
Independent schools
For business offices planning supplies and financial close around the school year.
Typical roles
Also built for
- Independent schools
- Education groups
- Training and vocational providers
What changes for this team
configured at rolloutA school business office often coordinates teaching-support supplies, facilities purchases and approved vendor obligations while campus staff work to term dates. The useful connection is between the requirement, the accepted delivery and the budget owner. Academic administration continues in its existing system.
Business-office reconciliation
Use purpose-limited external references to locate academic billing evidence when an agreed integration requires it. A copied reference cannot authorize a new learner charge.
Supply-pack work
If staff assemble physical classroom or administrative packs, record the actual components and accepted packs. Academic enrollment remains in its source system and cannot create that finished stock.
Order-to-cash for this team
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01
Quote
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02
Sales order
Approval required -
03
Pick and ship
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04
Invoice
Approval required -
05
Cash applied
Term preparation · Business-office reconciliation · Supply-pack work
Same records, same gates. The configuration changes how the process runs for this team.
Workspace previews
StatusApprovedInProductionAllocatedPickedPartiallyShipped
Approval conditions
Buyer: Approve Requisitions and every PurchaseOrder only when another actual person prepared/materially edited the revision and within own converted POApprovalLimit
Buyer: Firm PlannedOrders of Type Purchase and resolve disputed bill evidence without altering the bill's approved accounting
Buyer: Manage draft Requisitions/RequisitionItems, PurchaseOrders/PurchaseOrderItems, VendorReturns and vendor Accounts/ContactPersons except bank fields through reviewed controls
Controller: Approve eligible independent PurchaseOrders above Buyer limits and Requisitions escalation
Submitted
- PO-97319 VND-046 10 d
- PO-96854 VND-163 10 d
- PO-21620 VND-240 3 d
- PO-94251 VND-216 3 d
- PO-81175 VND-177 5 d
PO-97319
- Vendor
- VND-046
- OrderDate
- 07 Sep
- RequiredDate
- 15 Sep
- TotalAmount
- 45,860.02
- Currency
- CRR-6862
An independent assigned cost-centre manager acting as Employee, eligible Buyer or Controller approves within the converted PO limit and entity scope.
Approval conditions
Controller: Approve Bills with BillItems.MatchStatus exceptions above an eligible cost-centre manager limit or outside policy, never if preparer/material editor
Employee: Approve Requisitions as assigned cost-centre manager within POApprovalLimit and Bills as assigned cost-centre manager within BillApprovalLimit, excluding own preparation/material editing
Employee: Confirm ServiceAcceptances as authorised requester without gaining PO/bill approval rights
Finance Clerk: Manage draft Bills, BillItems, BillMatchAllocations, Invoices, InvoiceItems, PaymentsReceived, PaymentApplications, PaymentsMade, PaymentAllocations, PaymentRuns, PaymentInstructions, CreditApplications and Refunds
Finance Clerk: Post eligible fully matched Bills under an independently activated automatic-match policy with no unresolved exception
PendingApproval
- BLL-66288 VND-216 1 d
- BLL-22090 VND-042 in 12 d
- BLL-53017 VND-229 11 d
- BLL-15677 VND-224 2 d
- BLL-71562 VND-152 in 9 d
BLL-66288
- DocumentType
- Bill
- Vendor
- VND-216
- BillDate
- 16 Sep
- DueDate
- 25 Sep
Approval conditions.
Typical roles
Roles and permissionsOwns financial policy, independent finance decisions, reconciliation, the close and consolidation.
Owns supplier purchasing and independent purchase decisions within authority, without receiving or approving their own order.
Captures and reconciles finance transactions, prepares payments and performs only the narrow routine settlement actions allowed by policy.
Handles physical goods in the assigned warehouse under accepted ownership and exact-stock claims.
Modules
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Entities and master data
Set the entities, financial rules and approval boundaries that keep commercial, operating and employee records consistent.
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Ledger and close
Reconcile operating activity, review adjustments and produce a locked financial close with traceable group reporting.
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Purchasing and inventory
Control commitments, receipt quality and stock availability from the first requisition through delivery and returns.
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Payables and receivables
Match obligations to accepted work, control payment release and reconcile cash, credits and foreign-currency settlements.
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Production and quality
Plan the remaining demand, release a stable production plan and trace accepted output back to its material, time and quality checks.
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Sales and CRM
Connect the sales conversation to reviewed prices, customer commitments and the orders finance and operations fulfil.
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People and payroll
Connect employee changes, approved leave and time to a reviewed payroll run with clear settlement and correction history.
Relevant reports
Reports and analyticsCash Forecast
Thirteen weeks from reconciled bank balance at the stated opening timestamp; open invoice collections, unreserved bills, reserved payment instructions, approved unpaid operational payroll and tax obligations form mutually exclusive source buckets, with currency/date assumptions and uncertainty shown; Parallel payroll and duplicated bill/run obligations excluded.
Inventory Valuation
Owned net StockLayers/StockMovements at the cutoff by entity, warehouse and costing method reconciled to mapped inventory controls; pending custody excluded, reservations do not reduce ownership value, and remaining WorkOrders.OpenWIP excludes transferred completed/scrapped cost.
Sales Pipeline and Forecast
Open opportunities by entity, owner, stage, forecast category and expected close month, with weighted value = Amount × Probability / 100 and explicit reporting-currency conversion; actual closed-won uses ClosedDate and accepted scope, excluding duplicates and cancelled replacement offers.
Common questions
All questionsHow do I get started?
Click Start now, then use Proto to configure Education & School ERP for your business. Set up your workflows, import your data and invite your team.
Related questionCan we roll out one company or process first?
Yes. Plan a phase around a defined entity and process, with clear ownership of the work that remains in other tools. Reconcile the opening position, integrations and handoffs before launch; retire the old tool for that scope after its outstanding work is accounted for.
Related questionDoes every company need the same currency and calendar?
The design supports entity-specific functional currencies and accounting calendars. Group reporting needs explicit period mappings, translation policies and ownership methods. A locked consolidation retains those choices and its source amounts so a later change cannot silently rewrite the result.
Related questionHow do quotes become orders and invoices?
The accepted offer carries its approved prices, discounts and revision into the order. Invoice allocations retain the source quantities and net amounts so conversion cannot apply a discount again. A contract billing cycle selects an order-led or direct-invoice route and retains that identity to prevent duplicate billing.
Related questionWho approves purchases and payments?
Every purchase order needs an eligible approver who did not prepare it. The Buyer or Controller acts within the specified authority. A Controller releases a payment run within their limit and independently of its preparer and included bill approvers. Delegation requires the necessary role and never removes those independence rules.
Related questionCan sales and finance see individual salaries?
Access to individual pay, national IDs and employee bank details is restricted. Sales roles do not receive it, and administrative access does not override the restriction. Finance review can use payroll totals and reconciliation evidence; authorized HR and payroll roles retain the detailed access needed for their work.
Related questionWhich banks and tax services are connected?
Connections are implementation work and depend on the selected provider and country. Confirm the supported formats, identity, acknowledgements and reconciliation behavior during rollout. A payment-file acknowledgement is distinct from settlement, and a configured tax code is not evidence of filing coverage.
Related questionCan we bring existing orders and balances?
Yes, through a planned and reconciled migration. Preserve source identifiers and partial processing history so an already received, shipped, billed or paid amount cannot be processed again. Opening stock, ledger, asset, leave and payroll balances need controlled imports with clear posting boundaries.
Related questionCan assistants approve or release work?
Assistants can prepare drafts, propose matches and collect evidence within their assigned access. Required human approvals stay with the accountable role. They cannot bypass document review, payment release, credit controls or sensitive employee access.
Related questionCan we change the system after rollout?
Use Proto to propose changes on a branch and review them before release. The process owner should check changes to posting, permissions, payroll or approval rules against existing transactions and the agreed operating policies. Machine work and model usage remain metered.
Related questionOther industries
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This page
Independent schools
For business offices planning supplies and financial close around the school year.
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Industry
Education groups
For controllers and shared-services teams supporting several campuses or companies.
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Industry
Training and vocational providers
For operations teams supplying practical workshops and institutional training contracts.