Expenditure Cycle Data Flow Diagram

K&B purchased over $100 million of equipment under its “special ordering” system, with individual orders ranging from $5,000 to in excess of $5,000,000. “Special orders” are typically for equipment included in departmental budgets. Budgets limit the type and dollar amount of expenditures a department can make and are approved before the fiscal year by the board of directors. The special ordering process functions as follows:

Purchase requisitions are completed in SAP and workflow routes them to the purchasing department. Once received, a buyer verifies that the requisition has been properly approved based on the company policy (i.e., routings and thresholds). Then the buyer combines requisitions and evaluates item catalogs and supplier pricing agreements in SAP to try and achieve the best possible price and discount. Once the supplier is identified, the buyer contacts the supplier requests a price quote, and places a verbal order if the quote aligns with policy. A purchase order is processed in SAP with the information sent to the supplier, the requisitioning department, receiving and accounts payable. Upon equipment receipt, the date, quantity received, and equipment condition are entered into SAP and sent to the department, accounts payable, and the buyer, who then evaluates the purchase order for follow-up. The P.O. is marked as closed once all items are received.

When a vendor invoice is received, it is matched with the applicable purchase order and receiving information in SAP. If all three match, a payable voucher is created which updates the accounting records. If the invoice is out of tolerance, an A.P. Clerk follows up with the vendor to clear up any discrepancy and instructs the appropriate party to update SAP accordingly. Each week, a payment run is processed by the A.P. Supervisor in SAP and automated workflow forwards the payments for approval in the following manner: payments under $10,000 to the treasurer; checks from $10,000 to $100,000 to the CFO; and checks over $100,000 to both the CFO and President. Once approved, payments are issued to the suppliers.

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