While in Education Purchasing, it's important you understand the Purchase Order workflow - where and how to create a PO, and the statuses it moves through in the workflow. Click here to learn more in depth about Purchase Orders.
Creating a PO
When you have a Budget set up within Education Finance, if you Create a new Purchase Order within Education Purchasing, we will cross reference that Budget based on the information you have told us.
In the Create PO screen, depending on your Budget Check Setting within Education Finance, you will see one of three things.
In the below examples, my Budget will be set for £700, and I will be creating Purchase Orders with a Total of £6000.
Purchase Order is Created
This is the scenario we all want to see!
Regardless if your Education Finance setting is set to Warn or Stop, if your Purchase Order total is within your Budget, when you click Save as Draft or Send to Approval/Approved/Ordered, the PO will be created without any warning or popup.
Purchase Order is Not Created - Warn
Where you have Warn as your Education Finance setting, when you click Save as Draft or Send to Approval/Approved/Ordered, we will check in the background with your Budget to see if you have gone over the limit.
In the scenario where you have, you will see a popup displaying the Budget that is over, along with the amount it has been exceeded by.
At this stage it's up to your internal processes what you do next.
If you need to confirm it with the Finance Team, click Cancel until you have.
If you can go ahead and create the PO anyway, click Confirm.
If you have gone over multiple Budgets within one Purchase Order, you will see them listed within the modal.
Purchase Order is Not Created - Stop
Where you have Stop as your Education Finance setting, when you click Save as Draft or Send to Approval/Approved/Ordered, we will check in the background with your Budget to see if you have gone over the limit.
In the scenario where you have, you will see a popup displaying the Budget that is over, along with the amount it has been exceeded by.
Here, you won't be able to do anything. You can only click Cancel and go back to the Create PO screen and make adjustments until you are under budget, or speak to your Finance Team directly.
If you have gone over multiple Budgets within one Purchase Order, you will see them listed within the modal.
Editing a PO
When the Purchase Order has already been created, if you make any changes to the Total that would then put it over Budget, we will display the same warnings as above.
These checks will take place in Draft, Approval and Ordered.