Order Processing simplification

[Saucy]

The order processing for the school I'm at goes like this...

 

Mail to distribution group with all Companies -> Get best Quote -> Fill in a purchase order request-> Give to Finance manager -> Get a purchase order number -> Give company purchase order number -> Item arrives.

 

Does anyone know how to simplify this and also allow the items we buy to be budgeted under other departments as all items we buy come under our department despite them being used for other departments. Our finance manager uses FMS if that helps.

 

Looking for software's or automating the process.

[PrimaryNetMan]

Seeing as schools will have a scheme of delegation, it goes without saying that someone will need to confirm best value and authorise your orders, at least you only have a finance manager. Have been in places where it goes Head > BM > Finance Assistant before a PO is raised.

 

As for dept budget, just code orders accordingly and pass onto the budget holder.

[Saucy]

We as a team choose the best quote and give it to our finance manager. I'm more looking for an O365 automate flow that looks like this. Request -> Approval -> (once approved) -> sends an email to the quotes distribution group

[MatthewL]

Don't think the process can be simplified much except can you not generate the PO then finance approve?

[DavR]

That looks fairly standard to be honest. You need to identify item is best value, someone else creates/approves the order, the PO is registered against the budget, and you can then place the order. I used to do my own POs, but got shouted at for it.

 

It's worth mentioning though that there are different layers of best value, you don't need to go to three quotes for everything. It'll be in your school's policies somewhere, but under a certain amount you can usually just get one quote. No point wasting everybody's time with three quotes every time you want a £20 widget and you know roughly who sells widgets at a sensible price.

 

Conversely, over a certain amount you may find you have the extra stage of running it past your governing body or similar.

[dmj]

Our system was that the finance office would do the ordering, We created a google sheet workflow with a plugin that would allow an authorised person/budget holder to sign of request so it would go:

 

Tech/teacher etc gets quote and fills in form -> budget holder gets an email to authorise the purchase (link to a tick box on the form) -> finance get emailed a copy. Finance generate a PO number and send the order to the company.

[HereIGoAgain2601]

Our process is similar but does give a certain element of control to the budget holder. I raise and approve any orders to £5000 as per our scheme of delegation. The finance team then issue the PO to the winning supplier. As others have said we only need 3 quotes in our scheme over a certain value but it’s a sensible figure.

[PotNoodleTech]

Yes same process here with same software.

 

 

The only way really you can modernise the workflow here is if you get rid of FMS which is about 20 years out of date and move to one of the new fangled cloud super duper finance systems.

 

Really it should be along the lines of:

add project into system and select eligible suppliers"

system sends off for 3 quotes

Select winner.

order auto generated to winner

Documents signed and scanned if neccasary.

Order processed and sent to winner.

Mark order as delivered.

Order payed.

 

I am sure any of the modern financey/accounting systems can do things as easy as that!

 

(just not FMS)