Suzy Berryman CSFO Lawrence County Board of Education

Federal Programs Director/ Bookkeeper Superintendent Board Approval Purchasing Department Federal Programs Director/ Bookkeeper CSFO/ Business Manager Approval Process often requires numerous approvals before final approval

 CSFO provides Harris with current approval paths for purchase orders  Harris sets up routing rules to define the path for the purchase orders to follow in the approval process  Each individual responsible for approving purchase orders will have their own unique Nextgen user id and password  Nextgen user id identifies authority to approve a purchase order with given criteria  Notification sent by for pending purchase orders

 To approve purchase orders, use “Routing Document Approval”  Double Click on purchase order number to view purchase order  Check box beside Purchase order to approve  Click “Approve” box  Click “Save”  Once a purchase order has final approval, the approved purchase order is ed back to the originator

 Click on box beside purchase order to reject  Click “Reject” box  Box will appear to explain reason for void  “Accept” explanation  Click “Save”  The rejected purchase order is then ed to the originator with explanation

 No paper shuffling to reduce opportunities to be lost  notification for pending purchase order  Electronically routed to reduce travel and delays in approval  Increased internal controls  Only authorized user id can approve purchase orders  Purchase orders shown as encumbrances on budget analysis report once approved

 Requisitions can also be submitted through Nextgen and routed for approval to initiate purchase order  Can scan paper requisitions or other documents and attach to purchase order in Nextgen  Invoices are attached to approved purchase order when entered for payment

 Access to “Budget Analysis Report” can be given to any Nextgen user  Allows user to view up to date budget any time Nextgen is available  If purchase orders are routed and approved in Nextgen, open purchase orders are included in encumbrance column to show up to date balances  More efficient monitoring of budget

Suzy Berryman, CSFO Lawrence County Board of Education (256) x237