Faculty Procurement Office

1
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 4
March 2009

• Faculty Procurement Office
• FPO Finance Update - 22 June 2006

Finance Overview for those Involved in the
Procurement Process
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Robert Lavery - Faculty Procurement
Manager
2
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
Universities are required to satisfy PUBLIC
AUDIT REQUIREMENT Universities were unable to
report to HMG Nationally, Regionally or
Locally By Teaching, by Research or by Other
Services Need for a system capable of reporting
at University, Faculty and Institute/School
level in real-time! Need to demonstrate
transparency Need for full economic costing (now
feC)
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
3
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
Systems Applications Products SAP Year 2000
compliant Corporate Solution Reconciliation Single
data entry Reporting at all levels Integrated
Product Finance, HR, Purchasing SAP was
selected in competition with other Leading
Products
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
4
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
SAP MODULES FI Finance CO Controlling MM
Materials Management HR Human Resources
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
5
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
SAP TERMINOLOGY GL Code General Ledger Code
eg 12345 Cost Element eg 123A Material Group
eg SJ Cost Object (Grant, Fund etc) See next
slide
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
6
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
ACCOUNT ASSIGNMENTS K Cost Centre 123456 F
Internal Order 12345678 P Project
RG.DENT.123456 P WBS Work Breakdown
Structure As Project
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
7
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
BUDGETS (SAP PLANS) Budget Set up by Finance
Office Should include a future commitment
plan Can be set for up to 5 years Warning at
85 to inputter Block at 95 to inputter
budget holder Block at 100 Budget does not
include income Finance can add credit income
to budget
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
8
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20j Updated 15
June 2006
BALANCES Balance is against budget SAP does
not always show bottom line Internal Orders
allow 30 days Purchasing cards allow 30
days Beware! Some SAP Reports show spend
only End of Slide Show
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20j-fpo-fin1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager