Presenter: Neetham Dabideen Date: 11 March 2014 Session 33 IDR – Internal Department Request Procurement Enhancements – FPMM-2 Asset iEnabler Presenter: Neetham Dabideen Date: 11 March 2014

What is IDR? IDR is an iEnabler process to create and maintain IDR (Internal Departmental Request) transactions on the web which will generate General Ledger journal transactions Routing, approvals, restrictions and multi-departmental processing/access is inherent in this process

Process Flow

Finance iEnabler (IDR)

Create a New IDR

Approve IDR

Query IDR

Status Can easily identify status off IDR

Supply IDR Supplying department can update credit cost centre and account

Normal Status

Effect on General Ledger ITS Tertiary Software - Release Detail Cost Centre Cost Report Cost Code For The Year 2013 From Cycle 0 Up to Cycle 12 For Cost Centres From 5628 to 5628 For Accounts From 0 To 999999 Cost Code From Selected Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exceptions, No Restrictions Report Per CC Numerical Cost Code 5628   WORK FUND Ss Date TrnType Document No. GL Notes Actual Budget Commitment GL 13-Aug-13 71 SD SD-SUMMARY SUMMARY DEBIT POSTING - SD 400 12-Sep-13 409.99 22-Oct-13 719 ID00000059 Hire off AV Equip 3000 Account:5628703 -3809.99 Overspent/Available ********* End Of Report *********

Effect on General Ledger ITS Tertiary Software - Release Detail Cost Centre Cost Report Cost Code For The Year 2013 From Cycle 0 Up to Cycle 12 For Cost Centres From 5628 to 5628 For Accounts From 0 To 999999 Cost Code From Selected Secondary GL Note Not Printed GL Description Note Not Printed Cycle 13 Included Cycle 14 Included No Exceptions, No Restrictions Report Per CC Numerical Cost Code 5621   PROP AND PLANT Ss Date TrnType Document No. GL Notes Actual Budget Commitment GL 13-Aug-13 71 SD SD-SUMMARY SUMMARY DEBIT POSTING - SD 400 12-Sep-13 409.99 22-Oct-13 719 ID00000059 Hire off AV Equip -3000 Account:5628703 -2190.01 Overspent/Available ********* End Of Report *********

Print the Effective Journal

Supplier Database (FPMM-2)

New Fields Business Sector To indicate at a glance the type off sector that the supplier is involved in Business Form To indicate the type off company that supplier is operating College Code: A supplier can be linked to individual college codes, this can help colleges track purchases as well as eliminate suppliers not providing services because other colleges have not made payment.

New Fields Core Supplier If a supplier is a “Core/Sole” supplier, the buyer can view the items supplied by clicking on the Commodities tab Number of Full Time Employees Indicates the number off employees employed on a full time basis by a particular creditor Income Tax New fields have been included to cater for the suppliers Income tax Number as well as the Expiry date Council Approval If council approval is required ie. A staff member has a vested interest in the company. Validation has been built-in

Supplier BBBEE Status Supplier B-BBEE status can now be input into the supplier database. The List of Value’s have been populated with fields as defined by government and legislation In terms off the code of best practice on BBBEE, the compliance requirements for BBBEE varies according to the size off the company as measured by the annual turnover.

Involved Persons – Staff / Student Staff Member/Student vested interest in Company Upon the “ID Number” being captured, the system looks at the PBOP-1 record and validates if the number exists as a staff member Upon the “ID Number” being captured, the system looks at the SREGB-1 record and validates if the student number exists

Commodities Creditors can be linked to products and particular brands View created to display items per creditor

Linked Documents Document codes can be created for the various documents that are required as per the Institutions Procurement policy and procedures. Document expiry date. Log file of the staff that viewed the document. Seen indicator. DSR can be linked to store/view documents

Asset Movements 3 Reasons to “Move” an asset: To change the asset allocated person Department to another department(Cost Centres) Asset physical location

Finance iEnabler(Asset Movements)

Create an Asset Movement

Create Asset Movement

CC Change Confirmation

Effect on Asset Register

Responsible Person/Allocated Person

Asset Movement

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