This system insures that expenses cannot be incurred unless funds are available because when a staff member initiates a purchase request, the system requires that they have funds available in any line items to be charged. If funds are available the amount is encumbered or committed so that the available funds are reduced by that amount. This process protects against overspent grants if used consistently.
When the goods are received, the purchase order number is used on the voucher and the expense distribution is taken from the purchase order thereby simplifying the vouchering process. Committed dollars are shown on all budget and expense reports and screens so that a user gets a full picture of the line items in every budget. The intial request does not become a purchase order until it is approved as such and then the system can print the order on line. Users who initiate pirchase requests have complete visibility of their request every step of the way to cutting of a purchase order and receipt of goods.
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