eFinancePlus “Approval” Levels

1. eFinancePlus“Approval” Levels September 2011 Alvin I.S.D.

2. Why are we Doing This, Anyway? Auditors, Auditors, Auditors

3. Do Budget Managers have to become “Code Experts”?

4. Each Approval is “different” Budget Manager is saying: “I approve this purchase” Media & Technology is saying: “This is the right equipment” Business Office is saying:“This is the right code & valid purchase”

5. Thou Shalt Not…. • Share Passwords • Be in System between 11:00-12:00pm or 3:00-4:00pm

6. Log Out Properly Do Not Use Please Logout With the “Close” Button 

7. Flow Chart of Approval Process

8. Approval Levels per Budget Manager: • Example: Campus 117 • Approval Choices –

9. Who are the Approvers? • General Campus/Dept: Only Budget Manager and Business Office • CE: Budget Manager, Denise Babb, Business Office • AV: Budget Manager, Mickie Dietrich, Business Office • TS: Budget Manager, Laura Perez, Business Office • IT: Budget Manager, Kerri Neubauer, Business Office • CO: Budget Manager, Cindy Gardin, Business Office

10. Emails: Subject: Purchasing: Request for Approval: Requisition 00107923The primary approver has not taken any action on the following requisitions:You are being notified as the alternate approver.Requisition   00107923  :     503.25 Alternate Approver Email:

11. Step 1: Requisition Entered Applications  Purchasing  Requisition Processing  Requisitions NEW

12. Things to Remember when entering Requisition: • Vendor # - Required and searchable • Special Instructions: • Enter in Notes box first, then: • Goal & Strategies (CompEd $) • Quantity & Unit of Measure & Cost • Description – Important for Approvers • Shipping Charges – Add to requisition • Account Codes – Must match purchase • Note: Approval of Transfer of Budget $ does not constitute approval for specific purchase

13. Things Considered when Approving: • Has the correct Location Code been selected for the purchase to be made? • Is the Ship-to correct and the Attn field entered? – for delivery to correct person • Buyer Name – Is it the person entering req.? • Is there missing information? • Date of the event and event #? • Is name of person registered in the “Notes” section? • Has this requisition been entered before but is “dangling” between approvals?

14. Step 2: Approval Applications  Purchasing  Requisition Processing  Approve/Deny Requisitions OK  OK  :

15. Step 2: Review Approval Items Applications  Purchasing  Requisition Processing  Approve/Deny Requisitions  OK  OK To see Details on each Item, click Details

16. Step 2: Complete Approval Applications  Purchasing  Requisition Processing  Approve/Deny Requisitions  OK  OK  Details  Approve (Needs Correction)  OK  OK *Note – If selecting “Needs Correction”, all lines must be sent for correction. Otherwise, the lines approved will become a purchase order and the“Needs Correction” lines will be ANOTHER purchase order. (After clicking Approve, then OK, on the Print screen, select File, OK to complete the Approval.)

17. After Approval of Requisitions? • Must be converted to Purchase Order before purchase can be initiated • A valid Purchase Order # MUST be used, for ALVIN ISD to be legally or financially responsible for the payment • Must be shipped to a valid ALVIN ISD location

18. Check Approval Status: Applications  Purchasing  Requisition Processing  Requisitions  Find  Line Status  Approval Status:

19. Housekeeping Issues: Do we have your email address correct? Where are these handouts for future reference?