School procurement from requisition to payment
Buying happens by conversation and nobody can trace it. Each step is a record, from requisition to payment voucher.
Enaton runs school purchasing from the request to the payment. A department raises a requisition, it is approved by the people you decided should approve it, a purchase order goes to the supplier, goods are received into stores, and a payment voucher closes it out against the accounts.
Waiting for your approval
3 waiting| Request | Amount | Status |
|---|---|---|
| 40 desksBursar | KES 380,000 | Needs you |
| Fee waiver, bursaryPrincipal | KES 24,000 | Needs you |
| Football kit, 2 setsStores | KES 9,600 | Approved |
| Leave request, Mr OmondiHR | 3 days | Approved |
Nobody approves their own request.
- 40 desksBursar, KES 380,000Needs you
- Fee waiver, bursaryPrincipal, KES 24,000Needs you
- Football kit, 2 setsStores, KES 9,600Approved
- Leave request, Mr OmondiHR, 3 daysApproved
What it does
Enaton runs school purchasing from the request to the payment. A department raises a requisition, it is approved by the people you decided should approve it, a purchase order goes to the supplier, goods are received into stores, and a payment voucher closes it out against the accounts.
The chain
- Requisition raised by the department that needs the item
- Approval by the people your rules require, recorded against each of them
- Purchase order issued to the supplier from the approved requisition
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- Goods received, checked against what was ordered, and taken into stores
- Payment voucher raised and posted to the accounts against the right vote head
Setup
- Suppliers, with their terms
- Delivery modes and payment terms
- Approval levels and who sits at each one
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- Vote heads, so spending lands against the right part of the budget
What it gives the board
A complete trail for any purchase, from who asked for it to when it was paid. That answers the governance question directly rather than by assembling paperwork from four places, and it makes the annual audit substantially less painful.
Give every role its own portal
You create the portals and decide what each person can see and do.
See how portals work- TeachersYou choose access
- DriversYou choose access
- ParentsYou choose access
- StorekeeperYou choose access
- MatronYou choose access
- Anyone you addYou choose access
Who it helps
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Department heads raise requests and can see where they are.
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Bursars stop being the only record.
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Directors and boards get a defensible trail.
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Auditors can follow any payment back to the request behind it.
How it works
A department raises a requisition for what it needs
The people your rules name approve it, level by level
A purchase order goes to the supplier from the approved request
Goods are received into stores and checked against the order
A payment voucher posts to the right vote head
Read the full story
Purchasing is where school money leaks
Most school buying happens by conversation. A department needs something, tells the bursar, and money moves. There may be a requisition book. There is often a quote. Whether the goods actually arrived, and whether they matched what was ordered, is frequently nobody’s specific responsibility.
It is rarely dishonesty. It is that there is no chain connecting the request, the order, the delivery and the payment, so nobody can see the whole thing at once. That is also precisely what an auditor asks for and what a board is increasingly expected to demonstrate.
How Enaton handles it
Each step produces a record, and each record is linked to the one before it. A payment voucher can be traced back to the goods received, which can be traced back to the purchase order, which traces back to the approved requisition and the person who raised it.
Approvals are yours to define. A small consumables order might need one signature. A capital purchase might need three, with an escalation if somebody sits on it. The system applies whatever you decided.
Related modules
- Stores and inventory Enaton runs the school store as a record of movements rather than a count somebody did in a hurry.
- Approvals Enaton makes sure nothing consequential happens in your school without the sign off you decided it needs.
- Expenses and petty cash Enaton tracks what a school spends, not just what it collects.
Questions we get about this
Can we set our own approval levels?
Yes. You decide how many approvals a purchase needs and who sits at each level, and it can differ by value or by type of purchase.
Does goods received link to stores?
Yes. Receiving goods takes them into the store, so what was bought and what is on the shelf are the same record.
Does a payment voucher reach the accounts?
Yes, posted against the right vote head, so purchasing and the accounts do not need reconciling afterwards.
1 more question
How does this get set up?
With you during setup. We map your existing approval chain rather than imposing one, because most schools already know who should sign what.
Bring your own numbers. We will show you this working
Thirty minutes with your classes, terms and fee structure. No slides.