Vendor bills beside school finance

AP outside the fee ledger

Fee income is half the finance story - canteen suppliers, lab equipment, bus contractors need the same discipline. Vendor module tracks invoices against POs and budget lines without contaminating student fee accounts.

Invoice intake workflow

Department submits PO or expense request. Vendor invoice uploaded with number and due date. Bursar matches to PO, routes approval over threshold to principal. Payment recorded with method and reference for audit.

• Vendor master with tax IDs and payment terms
• Duplicate invoice detection
• Partial payments and credit notes
• Attachment storage for GST/VAT receipts

Budget encumbrance

Approved PO encumbers budget line before cash leaves bank. Finance dashboard shows committed vs spent vs remaining per department - science budget before lab reorder season.

Recurring contracts

Annual maintenance and cleaning contracts generate expected invoice schedules. Missed bill alerts before service lapse - HVAC contract forgotten until AC fails in August.

Inventory crossover

Link asset or inventory receipts to vendor records for warranty claims. Library book supplier invoices tie to catalog import batch.

Board reporting

Export AP aging and spend by category for governor meetings. Compare to fee surplus projections on same dashboard leadership already uses.

Segregation of duties

Requester cannot approve own PO. Payment poster separate from invoice creator when school policy requires. Activity log supports external audit samples.