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P O P. Purchase Order Processing. Contents. W hat is POP W here does POP fit in W hy do we need POP W ho should use POP H ow is it implemented C ontacts R eporting Q uestions. What is POP. POP stands for Purchase Order Processing

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  1. P O P Purchase Order Processing

  2. Contents • What is POP • Where does POP fit in • Why do we need POP • Who should use POP • How is it implemented • Contacts • Reporting • Questions

  3. What is POP • POP stands for Purchase Order Processing • It is an ordering system whereby users can enter orders directly on the system • It eliminates the use of order books • Orders remain on the system indefinitely

  4. Where does POP fit in • POP is a module in the Main Financial Accounting System • When orders are entered on the system the Coding and Pricing is also entered • Orders are receipted on the system • Invoices go directly to Accounts Payable for immediate payment • This is one small step towards the paperless office

  5. Why do we need POP • POP eliminates the use of Coding Slips • Full commitment accounting is available • Residual Budget checking is invoked • Budgets can be managed effectively • Overspends should become a thing of the past.

  6. Who should use POP • Schools and Colleges and Researchers who are responsible for Budgets in their respective areas • An administrator with responsibility for financial matters in a School or College • Preferably a team of people who can share the responsibility

  7. How is it Implemented • College Principal or Head of School should approach the Finance office for initial introduction and preparation • A team of users should be selected for the ordering and financial management in each area • Details of access rights to be defined • Equipment Audit of IT in the Office where the system is to be implemented • Arrangements made for Group Training • One to one training available if required

  8. Contacts • Set Up Users and Rights • Siobhan.dunne@ucd.ie • EILEEN.PENSTON@UCD.IE • NIAMH.HAGAN@UCD.IE • One to One Help • EMMA.ACTON@UCD.IE

  9. Reporting • Business Objects is the reporting tool used to extract financial information from the system • Reports are available which give detailed transactions for the College/School accounts at Cost Centre level and the research funds • Summary reports showing total spend/Accruals/Commitments – compared against budget to show how much is left in a budget • Listing of all orders on the system which make up the Accruals and Commitments • These reports are available at cost centre level for each school • Separate reports are available for Colleges and Schools • It is envisaged that individual Colleges,Schools and Research administrators will be able to run their own reports rather that waiting until the Central Finance office distributes them. • These will be rolled out on a phased basis from May’2006

  10. Questions

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