Where it usually breaks
And how to keep it from happening.
- An approval is interpreted as a supplier payment.
- A group purchase loses the benefiting campus or cost center.
- A changed quotation bypasses the original approval threshold.
- Education ERP
- Process
- Campus request to close
Campus request to close
Review departmental expenditure and reconcile it in the correct entity books.
Step by step
-
Prepare the request Academic Coordinator
Academic Coordinator records the campus, cost center, amount and teaching purpose, attaching the quotation or supporting specification.
- Request submitted
- Updates Purchase requests, Campuses
-
Review budget authority Finance Manager
Finance Manager reviews the request against delegated authority and available budget evidence. A material change to value or purpose returns for another decision.
- Expenditure authorized
- Updates Purchase requests
ApprovalA person approves before the work moves on. -
Match external documents Finance Manager
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.
- Source documents reconciled
- Updates Purchase requests, Journal entries
-
Post and close Finance Manager
Finance Manager approves balanced entries in the open period and reconciles intercompany amounts where campuses belong to different legal entities.
- Period balances reviewed
- Updates Journal entries, Journal lines, Organizations
ApprovalA person approves before the work moves on.
Who does what
Roles and permissions- Academic Coordinator
- Owns class allocation, faculty load and published timetables.
- Finance Manager
- Reviews campus expenditure and accounting close.
Set up Education ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.