PUR - Purchasing Setup (SU)

Next Purchase Order

This is a display-only field that indicates the 'Purchase Order Number' to be assigned to the next purchase order that is created. A number may be entered into this field when the setup is first completed. Once this number is entered and saved it cannot be altered.

Next Requisition

This is a display-only field that indicates the requisition number to be assigned to the next purchase requisition that is created in Teacher Kiosk. This number will always start at 1 and cannot be altered.

Usual Delivery

This field displays the default 'Delivery Point'. The data entered into this field will be the default 'Delivery Point' displayed when creating purchase orders. The 'Usual Delivery' field must contain a valid delivery point setup in 'Delivery Points' tab.

Last Deletion

This is a display-only field.

Warn / prevent if budget exceeded

This field indicates whether a user will be warned or prevented from entering a 'PO Line' if it exceeds the budget of the 'General Ledger Account' the purchase is being distributed against.

Valid entries for this field are:

• W — A warning will be displayed when account activity in the ledger account has exceeded X% of that accounts budget (where X is the percentage figure entered into the 'Early warning – Percent of budget' field – see below). Note that the activity includes both actual GL posting and any pre-existing purchase orders.
• P — The user will be prevented from entering the 'PO Line' if the unit cost forces the GL account balance to exceed the budget amount. This is the same as 'Warning' except the user will be prevented from entering any further commitments for the nominated GL Account.

Budget number for commitment check

This field displays the budget code against which the purchase order entry checks the GL Account for available funds (remaining budget derived by comparing the expenditure to date and purchase order commitments outstanding against the total budget for the year). A GL Account can have up to 6 different budgets.

Early warning – percent of budget

This field displays the percentage rate used during purchase order entry to display a warning that this percentage of the budget has been used or prevent further commitments to be entered against that GL Account.

Minimum Level of Responsibility to Print POs

Teachers can print purchase orders using Teacher Kiosk program Teacher > Budgets.

They can only print orders for accounts that they have been assigned a GL Responsibility. They access the print function by clicking on a hyperlink in the 'COMMITTED' column.

This setup field is used to:

• Indicate if your school will make the print purchase order facility available to teachers.
• If it is made available, you can nominate the level of GL Responsibility required for a teacher to be able to print a purchase order. 

GL Responsibilities are set up for teachers and employees using TASS.web program Finance > General Ledger > Accounts & Journal Info > Account Responsibility Grid.

'Null' – leave this field blank to disable the print purchase order facility for teachers.

Set to '1', '2', or '3' to indicate the minimum level of GL Responsibility required for a teacher to be able to print a purchase order.

Include unprinted POs

Leave this checkbox unticked to allow teachers to only print purchase orders that have already been printed by an administrator using TASS.web program Finance > Purchasing > Orders > Purchase Orders or Finance > Purchasing > Orders > Print POs (flagged as 'Printed').

Tick this checkbox to allow teachers (who meet the criteria determined by 'Minimum level of Responsibility to print POs = 1, 2 or 3' above), to print purchase orders regardless of whether they have already been printed by an administrator using TASS.web program Finance > Purchasing > Orders > Purchase Orders or Finance > Purchasing > Orders > Print POs.

Allow requisitions against GL accounts with zero budgets

By default, Teacher Kiosk program Teacher > Requisitions will not allow the entry of a requisition against a GL account with a zero budget.

Tick this checkbox used to allow the entry of requisitions against GL accounts with zero budgets.

Display Available Funds when entering requisitions

Tick this checkbox to display the 'Available Funds' (remaining budget derived by comparing the expenditure to date and purchase order commitments outstanding against the total budget for the year) for the GL account that a requisition is being entered against.

This will appear on the requisition next to the 'Supplier Contact Name' field.

Email notifications to approvers when requisitions are raised

An approver is a teacher or employee who has been set up with a GL Responsibility of 3 for a particular GL account. 

GL Responsibilities are set up for teachers and employees using TASS.web program Finance > General Ledger > Accounts & Journal Info > Account Responsibility Grid.

If you tick this checkbox, Teacher Kiosk program Teacher > Requisitions will generate an email to the approver(s) for the GL Account associated with the requisition.

Email templates are managed in System Admin > Utilities > Email Settings > System Email Templates.

Email notifications to requester when requisitions are approved

Requisitions are approved in Teacher Kiosk program Teacher > Requisitions or from Homepage (Left-menu) Requisitions to action.

Tick this checkbox if this program is to send an email back to the teacher or employee who created the original requisition.

System Admin > Utilities > Email Settings > System Email Templates

Email notifications to Purchasing Contact when requisitions are approved

Tick this checkbox if Teacher Kiosk program Teacher > Requisitions is to send an email to the Purchase Order Contact when a requisition is approved.

It uses the contact set up in the fields directly below.

System Admin > Utilities > Email Settings > System Email Templates

Name

Use this field to store the name of the person who is the main contact for this module at your school.

Email

This field will print on the purchase order generated through program Finance > Purchasing > Orders > Purchase Orders.

If this field is left blank then the purchase order will use the email address field in Finance > General Ledger > Setup Information > Company Information.

It is also used as the address for email notifications from Teacher Kiosk program Teacher > Requisitions when a requisition has been approved.

Phone

Use this field to store the fax number for your school.

Fax

Use this field to store the fax number for your school.

Website/URL

This field will print on the purchase order generated through program Finance > Purchasing > Orders > Purchase Orders.