ORDER PROCESS User Staff member Trigger Order Required
ORDER PROCESS User / Staff member Trigger Order Required Order generation Log In Enter detail & attach electronic scanned / quotes Order approval Forward to Supplier Submit for approval (from drop down list) • Security authentication • User details and presets entered automatically • Automatic order number generated Finance (Budget) Line Manager Declined Order reviewed & online docs assessed Log In approved Log In Order reviewed & online docs assessed Declined Approved
AUTHORISATION PROCESS ORDER GENERATED Final Approval (Budget Control) Approval: Line manager Generate PO • User detail • Password protected • Preset approval chain • Preset optional & required fields ORDER FORM APPROVAL FINAL APPROVAL • Automatic order number • Preset optional & required fields • Preset account numbers relational • Digital signatures • Preset final approval chain • Automatic response to applicant • All relevant documents accessed • Automatic response to applicant to programmes / projects indicating approval / status User logs into system Security authentication Automatic order number generated Preset account numbers automatically entered User details and presets entered automatically User prompted to enter programme details Option to attach electronic quotes Manager receives E-mail that order is waiting for approval Order reviewed Online docs accessed Manager logs onto programme User details and presets entered automatically Finance receives E-mail that order is waiting for final approval Finance user logs onto programme User details and presets entered automatically Order declined – e-mail sent to staff member Process restarted Order approved: Document automatically forwarded to next step once all required fields have been completed Order approved / declined Order reviewed Online docs accessed Order approved / declined Document automatically forwarded to next step once all required fields have been completed Another manager to approve Order declined – e-mail sent to staff member Process restarted Order approved: 1. ) Approved document automatically forwarded to applicant to place order 2. ) Or order could print automatically at a designated point Process ends Applicant logs onto system Retrieves authorised signed Document, Places order
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