Requisitions Setup - Academies

There are a number of additional settings required for each academy licenced to use Purchase Requisitions. To configure these settings select:

Settings > Purchase Requisitions > Academy Settings

Default Fund

Select the default fund for the academy. This is normally the 'Public - Restricted General Funds', i.e. GAG.

Note: If 'Use Academy Funds in place of Sage' is set in 'Academies Configuration', 'Default Fund' is not relevant and is not shown.

Use Authoriser by Department?

If this option is selected, one or more designated authorisers must be set for each separate department. It also permits different authorisation limits by authoriser for different departments. For example, user John Smith can have an authorisation limit of £500 for the English department, but £750 for Drama. These are set using the ‘Staff Authority Limits’.

Use Nominal/Department/Fund Validation?

By selecting to use Nominal/Department/Fund Validation, the risk of incorrect data entry is vastly reduced. If this option is selected, all permitted nominal/department/fund combinations are defined using the ‘Valid Nominal/Dept./Fund Codes’ option. Any attempt by a user to enter an invalid combination will be rejected.

Budget Warning Level %

When a purchase requisition is authorised, and when it is posted to Sage as a purchase order, the value of the requisition is checked against the budget and a warning displayed if the budget will be exceeded. (This is carried out by department in total, rather than by nominal code and department. If more than one department has been included in a requisition, then each department is checked separately.) At certain times of year a check against the whole annual budget may be inappropriate, for example in the Autumn Term. By setting the ‘Budget Warning Level %’ to, say, 50%, then a warning will be shown if 50% of the budget will be exceeded by authorising or posting a requisition.

This percentage applies to all departments within the selected academy.

After making changes to the data in this form, particularly if ‘Use Authoriser by Department’ or ‘Use Nominal/Department/Fund Validation’ has been changed, log out and log in again to force the changes to take effect.