Campus request to close
Review departmental expenditure and reconcile it in the correct entity books.
4 stages · 2 approvals
Roles and responsibilities
-
Step 1Prepare the request
NumberCampusAmountCurrency
-
Step 2Review budget authority
NumberCampusAmountCurrency
-
Step 3Match external documents
NumberCampusAmountCurrency
-
Step 4Post and close
NumberEntitySourceReference
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare the request
Academic Coordinator records the campus, cost center, amount and teaching purpose, attaching the quotation or supporting specification.
Approval required
Review budget authority
Finance Manager reviews the request against delegated authority and available budget evidence. A material change to value or purpose returns for another decision.
Match external documents
Finance Manager receives order, receipt and invoice references from the designated purchasing source. An approved request alone does not establish a received good or a paid supplier.
Approval required
Post and close
Finance Manager approves balanced entries in the open period and reconciles intercompany amounts where campuses belong to different legal entities.
Approvals and exception handling
2 approvals required in this process
-
Review budget authority
Finance Manager signs · match external documents waits
PurchaseRequests -
Post and close
Finance Manager signs · closes the process
JournalEntries, JournalLines, Organizations
When the process needs attention
- exception An approval is interpreted as a supplier payment.
- exception A group purchase loses the benefiting campus or cost center.
- exception A changed quotation bypasses the original approval threshold.
Prepare a rehearsal
Use a rejected request, an approved request with a later price change, and a purchase shared by separate entities. Verify source references, approval history and the resulting finance allocation.
Check permissions and map the source records before importing open work.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare the request | PurchaseRequestsCampuses | Request submitted |
| 2 Review budget authority | PurchaseRequests | Expenditure authorized |
| 3 Match external documents | PurchaseRequestsJournalEntries | Source documents reconciled |
| 4 Post and close | JournalEntriesJournalLinesOrganizations | Period balances reviewed |
Process reports
All reportsCampus expenditure
Compare requested commitments and reviewed financial actuals by cost center.
Run by an agent
Agent support
Scope student access by campus, assigned teaching group and legitimate work responsibility. Registrar owns admission and enrollment decisions; Bursar owns fee-policy exceptions. Preserve dated correction history and prevent preparers from approving their own exceptions. Decisions use the configured person's permissions, evidence and review policy. Do not let generated recommendations replace the authorized business decision.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› campus request to close · prepare the request on PurchaseRequests, Campuses
✓ Academic Coordinator records the campus, cost center, amount and teaching purpose, attaching the quotation or supporting specification.
› campus request to close · review budget authority on PurchaseRequests
⏸ approval · waiting for the finance manager
# 2 more stages after approval: match external documents, post and close
Other processes
3 moreApplication to enrollment
Move an application through a recorded admission decision into the correct academic period.
4 stages · 1 approval
Fee billing to reconciliation
Issue approved charges, allocate confirmed receipts and investigate the remaining balance.
4 stages · 2 approvals
Timetable to attendance
Publish resource-checked sessions and collect attendance for the students assigned to them.
4 stages · 1 approval