________________________________________________________________________________ Features: Send purchase orders to a manager for approval Approve by GL segment, Contract Code, Vendor or just by Manager Multi-level approval Handles absent managers Optional standard and checklist fields Easily copy purchase orders Funds availability checking Commitment accounting Send/ orders to vendors as a PDF file or XML Link POs to Project and Job Costing

________________________________________________________________________________ Workflow: Managers are allocated $ approval limits. If a purchase order is above a manager’s approval limit it will go to the next manager with a sufficient delegation. Managers are linked to GL segment codes, vendors, orders or PM segment code. If a manager is sick or absent the order will go to an alternate manager for approval. Microsoft Outlook is used to approve and reject orders. Requisitioning staff must have access to ACCPAC. Approving Managers do no need access to ACCPAC. The monitor in ACCPAC waits for inbound s containing the Manager’s approval or rejection and approves or removes the purchase order in ACCPAC accordingly.

________________________________________________________________________________ Checklists & Optional Fields: PJ has its own optional fields Fields have 2 types – a field or a check box. 8 fields and 7 checklist boxes Fields and checklists have their own tab on the purchase order form. Useful for purchasing checklists and recording customised information Manager can review the optional fields when determining whether or approve the purchase order or not.

________________________________________________________________________________ Commitment Accounting: A commitment is recorded once a purchase order is approved. The commitment is recorded in PJ’s fiscal table PJ adds the commitment to the actual figure from the GLFisc table to determine the total amount of committed funds for a GL expense code. In periodic processing, you can send the PJ commitments to a GL fiscal set for reporting using the Financial Reporter or other tools. E.g. actuals plus commitments compared to budget. PJ contains its own commitment report.

________________________________________________________________________________ Funds Availability: Users can check the available funds before sending a purchase order for approval. A funds availability check will compare [actual GL balance + committed PJ balance + amount against each GL account] on the purchase order to the budget for each GL account. Options can be configured to do nothing, give a warning or give an error if the amount of the purchase order tips the account over the budget.

________________________________________________________________________________ Electronic Procurement: a PO to a supplier Quick and easy Only send approved orders Send an XML file to a supplier Send a PO export file Use web services to interact directly with suppliers sales order systems Send many orders at once, by vendor

________________________________________________________________________________ Interaction with ACCPAC PM: Select a job related purchase order Enter contract, phase and category Job details are stored in PJ table A PJ day end performs an ACCPAC day end plus its own day end. The standard ACCPAC day end is disabled PJ day-end updates the PO generated AP Invoice batch with the job details PJ checks the purchase order number in the AP Invoice batch and enters the job information.

________________________________________________________________________________ Enterprise Snap In: Essential for clients who do NOT use Microsoft Outlook as their software i.e. Novell GroupWise or Lotus Notes. Useful for large roll outs of ACCPAC. Uses Microsoft.Net technology. s contain hyperlinks. The hyperlink takes the manager to a webpage. Enter the PO # from the and the details of the PO can be reviewed on the website. Click approve or reject. ACCPAC is updated automatically.

________________________________________________________________________________ Reports: Approved Purchase Orders Rejected Purchase Orders Purchase orders approved by Managers Committed Funds Purchase Order by User Setup Reports Purchase Order Printing

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