Purchasing Process Flow

The following diagram illustrates the tasks that the buyer performs on a routine basis.  Since data elements are established and maintained by the OSC and are an integral part of the purchasing process, they are not listed as a separate task in the flow.  Also, because reports can be generated throughout the purchasing process, generating reports is not reflected as a separate task.
 

 

Checking Funds

As reflected in the purchasing process flow, the North Carolina Accounting System (NCAS) performs an essential task for the buyer: checking for available funds.  The system automatically checks funds at several critical points in the purchasing process: when a requisition line is created or changed, when a purchase order line is created or changed, and when an invoice is processed.

After passing the funds check, budgeted funds are set aside, or committed, by the NCAS when a requisition is entered.  Commitment of funds prevents the requisitioner from overspending budget lines.  It also provides an accurate available funds balance for each account. The available balance is viewed on the Available Funds Inquiry (162) screen in the Budgetary Control module.  You get to screen 162 from screen 161.


 

Commitments are reversed/relieved automatically when the requisition is deleted, modified or converted to a PO.

When a requisition is converted to a PO, the commitment is reversed and the NCAS automatically reserves the PO line amount as an encumbrance.  As purchase orders are created, modified, deleted, or canceled, these encumbered amounts update the Available Funds File (AFF) immediately.  Further along in the procurement process, when a vendor's invoice is matched to a PO, the system reverses the PO line encumbrance and encumbers the amount of the invoice line.
 


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