alio Purchase Orders

The Purchasing/Order Entry system allows users to place orders/requisitions into the accounting system. Account numbers and available funds are verified. The amount of the order/requisition is pre-encumbered against the accounts. When the order/requisition has been approved through all levels of the approval chain, a purchase order is printed.

Approval chains can be defined by the district, including routing options by dollar amount, accounts, as well as by type of purchase.

For example, the district can specify that all technology purchases must be approved by the technology director, in addition to dollar amount approvals.

Highlights

  • Multiple account distribution on each requisition or PO
  • Detailed Vendor Inquiry to see all detailed transactions associated with a vendor
  • Audit trail of all transactions associated with requisition and purchase order
  • Supports blanket purchase orders
  • Generates POs against next year’s budget Requisitions

    Encumbrance Accounting is fundamental to the design of the Financial Application System (FAS). FAS encumbrance capabilities include the "pre-encumbrance" of requisitions as well as the actual encumbering of funds at the time of purchase order authorization. Available balances of expenditure accounts are adjusted as each requisition or purchase is entered into the system. Budget managers with on-line access have current information available for every account without the need to maintain a separate monitoring system. Requisitions and purchase orders can have unlimited line items, each chargeable to a unique expenditure account or to a split distribution of accounts. FAS will generate and print purchase orders from requisitions, or purchase orders may be entered manually.

    The Requisitions application allows users to create requests with the demand on stock (warehouse) or the demand on a vendor (PO) and process and manage the requisitions. Requisitions are provided through an easy-to-use application and allow users to order from an online catalog of vendors’ standard items. The requisition is then routed for approval.

    Highlights

    • Pre-encumbrance of funds
    • Create requisitions to request items from inventory or vendors
    • Attach scanned documents to requests
    • Maintain and view requisition status
    • View lines with summary account distributions
    • Create automated approval policy based on user, accounts, locations and amounts
    • Define catalogs or vendor standard items that end-users can order from with negotiated vendor price lists