1. 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

2. 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

3. Process Flow

4. Finance iEnabler (IDR)

5. Create a New IDR

6. Approve IDR

7. Query IDR

8. Status
Can easily identify status off IDR

9. Supply IDR
Supplying department can update credit cost centre and account

10. Normal Status

11. 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
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 ID
Hire off AV Equip
3000
Account:
Overspent/Available
********* End Of Report *********

12. 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
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 ID
Hire off AV Equip
-3000
Account:
Overspent/Available
********* End Of Report *********

13. Print the Effective Journal

14. Supplier Database (FPMM-2)

15. 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.

16. 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

17. 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.

18. 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

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

20. 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

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

22. Finance iEnabler(Asset Movements)

23. Create an Asset Movement

24. Create Asset Movement

25. CC Change Confirmation

26. Effect on Asset Register

27. Responsible Person/Allocated Person

28. Asset Movement

29. Disclaimer
The information, comments and material presented in this presentation are provided for information purposes only. The presentation is not addressing all possible technical or business aspects and does not claim to be complete or exhaustive.
Adapt IT reserves the right to change its business or product development plans as circumstances dictate.
This document may not be reproduced or distributed without the written permission of Adapt IT (Pty) Ltd.

30. Thank you