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Business Process Flow

The document outlines the business process flow for purchase requests and orders at Acharya Institutes in Bangalore. It involves multiple approval steps, with requests requiring approval from the responsibility center head, principal/principal's office, purchase head, and potentially the CFO and chairman depending on the purchase amount. If approved, the purchase department raises a purchase order in SAP which also requires multi-level approval. The purchase order is sent to the vendor if fully approved. The vendor delivers goods, which are received and inventory is updated in SAP. Payments are processed by the finance department upon goods receipt.

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Anandh Vedha
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166 views1 page

Business Process Flow

The document outlines the business process flow for purchase requests and orders at Acharya Institutes in Bangalore. It involves multiple approval steps, with requests requiring approval from the responsibility center head, principal/principal's office, purchase head, and potentially the CFO and chairman depending on the purchase amount. If approved, the purchase department raises a purchase order in SAP which also requires multi-level approval. The purchase order is sent to the vendor if fully approved. The vendor delivers goods, which are received and inventory is updated in SAP. Payments are processed by the finance department upon goods receipt.

Uploaded by

Anandh Vedha
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Acharya Institutes, Bangalore.

Business Process Flow

Incoming Purchase Request from Responsibility center head through mail/hardcopy.

No
Responsibility Center User

Purchase request document raised and sent for approval

No

Principal/Principals office

No

Approval decision

Yes

Approval triggered to Purchase Head

Purchase Head

Couple of alerts to the Principal and the user will be triggered communicating the rejection.

No

Approval decision

Yes

Purchase Request to Purchase Department.

An alert procedure is generated and sent to the Purchase Department. Purchase Department

Purchase Order is Raised in SAP

Budget Check internally by SAP.

Four Level Approval

Above the Budget

Budget limit

Below the Budget

Two Level Approval

4 level

2 level

Approval Alert is generated to Principal Principal of a College

A copy of the added Purchase order is sent to the CFO.

Rejection of Purchase Order and sent to the PO generator.

No

Approval of Purchase Order

Yes

An alert is generated and sent to the Purchase Manager.

Purchase Manager

Rejection of Purchase Order and sent to the PO generator.

No

Approval of Purchase Order

Yes (2 level)

An alert will be sent to the PO generator to add the document.

Yes (4 level)

An alert/ Approval is generated and sent to the CFO.

Purchase order is printed and sent to the vendor (Manually).

CFO

Rejection of Purchase Order and sent to the PO generator.

No

Approval of Purchase Order

Yes

Approval Alert is generated to the Chairman

A copy of the added Purchase order is sent to the CFO.

Chairmans Office

Rejection of Purchase Order and sent to the PO generator.

No

Approval of Purchase Order

Yes

An alert will be sent to the PO generator to add the document.

Purchase order is printed and sent to the vendor (Manually).

Vendor

Vendor delivers the goods, which is manually checked and confirmed by the Central Warehouse/ concerned Dept.

Inventory Transfer
Does Inventory transfer in SAP and send the printed copy signed to the counterpart. Responsibility Center User/Store User Central Warehouse user generates the GRPO in SAP for incoming stock

An Alert is generated to the finance user.

Inventory gets updated in the Central Warehouse.

Store user College/ Responsibility center user

Does Inventory transfer in SAP again and maintain the printed copy signed.

Finance User

Does Goods Issue for Final consumption upon the receipt of a mail/hard copy requests.

Convert the GRPO to A/P invoice.

Return of damaged goods, if any.

Responsibility center user

Raise the Goods Return document to the extent of the goods to be returned.

A/P Credit memo to be raised using copy from/Copy to functionality.

This will record both the gross and net liability for the vendor.

Vendor Payment Proposal mechanism gets updated and the same will be getting populated in CFOs user ID.

CFO

Process the relevant bills and forward to the end user to make the payment.

An alert message will pop up in the finance user window to make the payment.

Finance User

Outgoing payment is made

End of the Business Process

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