Transcript Introduction to Maconomy

Presented by: Kola Olatifede
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Proposal Management
Project Management
Contact and Donor Management
Leave Management
Standard Approval Hierarchy
Requisition and Purchase Management
Inventory Management
Expense Management
Employee Request
Delegation of Approval
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
Purpose



is used for capturing, controlling and managing all proposals in the system
Functionality

Creating a new proposal/concept note

Proposal event handling

Proposal budgeting
Manual

AVRDC - User Manual - Proposal Management V2.0.docx
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Purpose


is used for creating, controlling and managing all projects and project budgets
within the system
Functionality

Creating a new project

Managing a project

Project budgeting

Project report


Project Budget vs. Actual
Manual

AVRDC - User Manual - Project management V2.3.docx
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Contact company can be classified
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Donor
Potential Donor
Collaborator
Potential Collaborator
Functionality

Search and Open existing Contact Companies/Donors
Creating a new contact company

Convert Contact Company to Donor



Donor records are for the purpose of performing funding grant transactions and project management tasks.
Manual

AVRDC - User Manual - Contact Management V1.0.docx
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
The registration unit of leave is in hours
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Accrual Basis
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Leave types includes:

Annual Leave

Sick Leave

Compensated Leave
Approval requirement:

By the employee’s supervisor
Registration Basis


4 hours = half day
8 hours = full day
Leave types includes:

Maternity/Paternity/Adoption Leave

Compassionate Leave

Leave without pay

Personal Holiday
Approval requirement:

First approval by the employee’s Supervisor

Second approval by the HR Director
Report – balance and details.
Manual

AVRDC - User Manual - Employee Leave V1.3.docx
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Standard approval hierarchies:


Purchase Orders < 1,000 USD


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Project Manager of Sub-Project
Purchase Orders < 3,000 USD

Project Manager of Sub-Project

Global Theme Leader / Regional Director
Purchase Orders < 10,000 USD

Project Manager of Sub-Project

Global Theme Leader / Regional Director

Deputy Director General
Purchase Orders >= 10,000 USD

Project Manager of Sub-Project

Global Theme Leader / Regional Director

Deputy Director General

Director General
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Purpose
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Functionality
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For registering all external and internal purchase requests in the system
Creating & Submitting a Requisition
Approving & Rejecting a Requisition
Request For Quote (RFQ) Creation
Quote Approval and Purchase Order Creation
Approving / Rejecting Purchase Orders
Printing Purchase Orders
My Requisitions
Manual
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
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


AVRDC - User Manual - External Requisition - HQ RCA External V1.0.docx
AVRDC - User Manual - External Requisition - Travel Request V1.0.docx
AVRDC - User Manual - Internal Requisition - CommInfo V2.0.docx
AVRDC - User Manual - Internal Requisition - FDS V1.0.docx
AVRDC - User Manual - Internal Requisition - TSO General V2.0.docx
AVRDC - User Manual - Internal Requisition - TSO Local Travel V2.0.docx
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Purpose
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Functionality
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for registering all internal purchase request for inventory items
Creating & Submitting a transfer request
Approving/Rejecting an item order
Packing the item order
Manual

AVRDC - User Manual - Inventory - Internal Transfer V2.5.docx
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Purpose
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for registering all expense claims (e.g. travel expense) in the system
for registering HR claims (children’s tuition) in the system

Eva Lee will act on your behalf when she receives with all HR claims relevant paperwork

When registering the expense claim, the employee stated as “requester” has to be the
person that Finance department will pay the reimbursement to

Functionality
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

Creating & Submitting an Expense Sheet
Approving & Rejecting an Expense Sheet
My Expense Sheets
Manual
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
AVRDC - User Manual - Expense Sheet V2.1.docx
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
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Purpose

for registering Personal, RC replenishment, HR reimbursement, GRSU internal, General
receipt and General payment requests in the system
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for requesting Employee Travel Advance in the system
Employee request for regional centres

only when there is a need for HQ to approve

for any request that doesn’t require the approval or payment at the HQ please do not use
the Employee request
Manual

AVRDC - User Manual - Employee Requests V3.2.docx

AVRDC - User Manual - Employee Advances V4.0.docx
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Employee Request Type
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Personal Request
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used for requests against a personnel account (either cash or cheque)
respective approval hierarchies:
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
RC Reimbursement/Replenishment Request


used for regional centre cash replenishment requests to HQ
respective approval hierarchies:
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
Owner of Personnel Account
Finance
Head of RC
Jackie Hughes
Finance
HR reimbursement
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used for HR reimbursement requests
This is a two part process and involves creating an HR reimbursement specific expense claim or HR
reimbursement general journal on behalf of the requester
respective approval hierarchies:


Eva
Yin-Fu Chnag
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
Employee Request Type (cont.)

GRSU Internal Request
 used for GRSU internal requests
 respective approval hierarchies:



General Payment Request
 used for cash requests for custody funds and/or petty cash replenishment
 respective approval hierarchies:



PM of Project
Letty Lin
PM of Project
Pih-Ehr Chuang / Tina Yang
Employee Request [Receipt]
 used for requests to finance to accept cash coming in, in the form of cheque/transfer
 respective approval hierarchies:


Supervisor of requester
Pih-Ehr Chuang / Tina Yang
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Purpose


When a primary approver is on leave or on travel status then he can delegate the approval to his
supervisor for Expense sheet, PO or Vendor Invoice Allocation.
Functionality


Activating/Deactivating the Delegation
Alert


If the delegation is active, the user will have the alert under Alert menu called “Delegation is
Active” .
Manual


AVRDC - User Manual - Delegation of Approval.docx
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