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Donald – purchases computer spares for use in-house.

Authorised to raise Orders with a maximum value of £500,

Total spend allowed in a month is £2,000.

Raymond – supervises the in-house maintenance department.

Authorised to raise (and authorise) Orders with a maximum value of £2,500,

Total spend allowed in a month is £20,000.

Priscilla – In charge of the IT budget for the company.

Maintains 2 Nominal Ledger accounts:

one for spares (monthly budget - £40,000),
one for capital expenditure.

Raises and approves Purchase Orders for capital expenditure.

Budget of £300,000 in the year.

Purchase Orders are batched and printed when raised.

Nominal Accounts set up:

NB Although the Computer Equipment Budget is set for the year, the System Option is set to compare to the Period Budget as this is needed for the Department Budget on Computer Spares – it is not possible to mix and match.

Purchase Analysis set up:

User: Donald

Order entered for less than £500, Analysis C/SPARES – can print and update from Batch.

Order entered for more than £500 and less than £2,000, Analysis C/SPARES – forced into Batch – no option to print Order.

Order entered for more than £2,000, Analysis C/SPARES – forced into Batch – no option to print Order.

Order entered for less than £500, Analysis C/SPARES - that takes the Nominal Budget over £40,000 will be forced into the batch – no option to print Order.

User: Raymond

Can authorise any order entered by Donald that exceeds £500 but is less than £2,500. Orders authorised can then be printed.

Cannot authorise or print any order entered by Donald’s Order that exceeds £2,500.

Order entered for less than £2,500, Analysis C/SPARES – can print and update from Batch.

Order entered for more than £2,500, Analysis C/EQUIP – forced into batch – no option to print Order.

Order entered for less than £2,500, Analysis C/SPARES - that takes the Nominal Budget over £40,000, will be forced into the Batch – no option to print Order.

User: Priscilla

Can authorise Donald and Raymond’s orders that exceeded their individual Budgets. Orders authorised can then be printed.

Orders entered up to £99,999,999.00, Analysis C/SPARES – can print and update from Batch. A warning only will appear for any order that will take the Nominal Ledger budget over £40,000 (C/SPARES) for the Period.

Jeff - places stationery orders for the Admin department. Authorised to raise Orders with a maximum value of £200. Monthly budget for the department is £500.

Laura – places stationery orders for the Sales department. Authorised to raise Orders with a maximum value of £200. Monthly budget for the department is £500.

Patrick – runs the Accounts Department and is in charge of monitoring Budgets set by the Board of Directors. Any Budget excesses have to be authorised by a Director.

James – is a Company Director.

Purchase Orders are Batched and printed when raised.

Nominal Accounts set up:

Purchase Analysis set up:

User: Jeff

Order entered for less than £200, Analysis STAT ADMIN – can print and update from Batch.

Order entered for more than £200 and less than £500, analysis STAT ADMIN – forced into Batch – no option to print Order.

Order entered for more than £500, Analysis STAT ADMIN – forced into Batch – no option to print Order.

Order entered for less than £500, Analysis STAT ADMIN that takes the Nominal Budget over £500 will be forced into the Batch – no option to print Order.

User: Laura

Order entered for less than £200, Analysis STAT SALES – can print and update from Batch.

Order entered for more than £200 and less than £500, analysis STAT SALES – forced into batch – no option to print Order.

Order entered for more than £500, Analysis STAT SALES – forced into Batch – no option to print Order.

Order entered for less than £500, Analysis STAT SALES that takes the Nominal Budget over £500 will be forced into the Batch – no option to print Order.

User: Patrick

Can authorise Jeff and Laura’s Orders that exceeded £200 but less than £500.

Cannot authorise Jeff and Laura’s Orders that exceeded £500 or those for less than £200 which take the Nominal Budget over £500.

Orders authorised can then be printed.

User: James

Can authorise Jeff and Laura’s Orders that exceeded the Nominal Budgets.

Orders authorised can then be printed.

Company wide Users – have access to place Orders but all Orders must be authorised by Managers before printing and sending to Suppliers.

Company wide Managers - authorise Orders placed by their Department's staff.

Purchase Orders are batched and printed when raised.

All Orders entered would be forced into the Batch.

The Order printed would have the notation ‘Awaiting Authorisation’ in top left hand corner.

Once authorised – Orders are printed with the notation ‘Authorised by UserID’ in the top left hand corner.

Company wide Users – can enter Purchase Orders up to a Year Budget set on Nominal Accounts. Any excesses have to be authorised.

Company Directors – can authorise Budget excesses.

Purchase Orders are to be printed when raised and then Batched.

Example of Nominal Accounts set up:

Purchase Analysis set up:

A User or Director entering an Order for any value that does not take the annual budget over £12,000, could print and process the Order.

A User or Director entering an Order that means that the annual budget will be exceeded, will be forced into the batch – no option to print.

A Director could authorise any Order that had been forced into the batch, except those entered by him/herself.