Heritage Operations Processing System

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Finance

Issuing of purchase orders and receipt of invoices can be logged and tracked through the system from requisition, through approval and ordering, to receipt of goods and invoices and payment. Budget Lines and Supplier details can also be administered.

Specific FacilitiesBasic HOPSAdvanced HOPSDetail
Purchase Order CREATEUser can create (but not necessarily approve) purchase orders.
Purchase Order Reminders EMAIL (Monthly)User will receive emails with reminders of outstanding flags etc to improve purchase order completion.
Purchase Order Reminders EMAIL (Weekly)User will receive emails with reminders of outstanding flags etc to improve purchase order completion.
Purchase Order APPROVE (for Cost Centre)User can approve purchase orders for their cost centre.
Purchase Order APPROVE (Over threshold)User can approve purchase orders that are above the cost centre threshold. (Ie, Finance Manager)
Purchase Order EMAIL for approval (Over threshold)User will receive emails requesting approval for purchase orders that are above the cost centre threshold. (Ie, Finance Manager)
Mark Purchase Order (Paid)User can adjust the Paid/Unpaid setting of Purchase Orders.
Mark Purchase Order (Statement)User can adjust the Statement setting of Purchase Orders.
Mark Purchase Order (Received)User can adjust the Received setting of Purchase Orders.
Mark Purchase Order (Invoice Received)User can adjust the Invoice Received setting of Purchase Orders.
Purchase Order Deliveries VIEWUser can view the list of submitted purchase orders that have not yet been received.
Purchase Order Awaiting Payment VIEWUser can view the list of purchase orders awaiting payment.
Purchase Order Force Closed List VIEWUser can view the list of submitted purchase orders that have been forced closed.
Receive Approval Request EmailUser will receive emails when a PO is created for approval. (Ideally this is for users with 171 as well, but could also be used for 'information' for those without 171).
Purchase Order ADMIN VIEWUser can view all purchase orders.
Purchase Order ADMIN EDITUser can EDIT all purchase orders.
Purchasing Supplier Companies EDITUser can edit the saved supplier companies in the purchasing system
Budget Lines AdminUser can add/edit/delete budget lines from the Purchasing System.
Budget Spend ViewUser can view budget spend.
Budget Spend View Company Grand TotalsUser can view budget spend totals for the whole company.
Purchase Order DELETEUser can delete purchase orders. Strongly recommended to only be allocated to the Finance Manager or other senior person.
Purchase Order FORCE CLOSEDUser can force purchase orders closed without all the elements being set to Yes. Recommended to only be allocated to the Finance Manager or other senior person.