I'm writing to the group to ask whether you have any processes that are designed for the convenience of departmental shoppers at your campus bookstores.
For internal departments, our campus has relied on a special transaction authorization card that is used to validate many kinds of financial documents, including merchandise requisition forms at the campus store (people use the card to emboss the form to show that the appropriate budget administrator has authorized the transaction).
As the University moves to more electronic methods, the embossing card is being retired. But those methods (procurement cards, purchase orders, etc.) were really for external vendors and don't have the convenience of the requisition. We could still accept the form and ask for an ID card, but we lose that second factor of authorization.
We are trying to think through whether we want to tell everyone to use a procurement card, cut a PO accept a requisition with an ID but without the embossing, etc.
Anyone have any thoughts or practices that might help us think through?
We use the AR function at the POS, which is similar to Lorelle mentioned.
We have two interfaces for this transaction:
1. The purchases are uploaded daily from the POS to record the AR and revenue into the University system.
2. The departmental charge is a separate interface used to reduce the AR and expense the purchases to the departmental budgets, which have been set up within the POS and updates the University system.
The University uses Banner and the store uses Missouri Books.
LISA MILLER, '14 Accountant UI Staff Compensation Committee Chair Auxiliary Services firstname.lastname@example.org 208-885-7004 875 Perimeter Dr., MS 2014 | Moscow ID 83844-2014 | United States