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Introduction
The IPDP (Individual Professional Development Plan) module provides a valuable feature for users to add expenses to their activity items. This guide outlines how to leverage this functionality effectively, whether it's submitting an expense with a purchase order (PO) or creating a requisition for activities that do not yet have an associated PO.
A. Problem Statement
Users may encounter difficulties in properly submitting expenses due to unclear procedures or lack of access to the necessary settings and might not be aware of how these financial processes integrate with the IPDP activities in the system.
B. Solution
To efficiently manage and submit expenses within the IPDP module, it is essential to understand the different options available—Submit with PO and Create Requisition. Both processes require initial setup by Support, which provides users with a structured pathway to handle their professional development expenses.
Within the IPDP module, you can allow your users to add expenses to activity items.
NOTE: This must be setup by Support if not already enabled for you. Please reach out to Support via support@scview.com to set this up for you.
Submit with PO
This option would be used if the user or an approver already has a PO number assigned for this activity item.
Fill in the activity with required information. Check the box labeled Submit With PO and fill in the PO number.
If you do not know your PO number, an approver may still enter it for you before it has been approved.
Create Requisition
This option would be used if you do not have a PO that was created.
Fill in the activity with required information. Check the box labeled Create Requisition and fill in as needed. Once your IPDP activity has been approved, it will create the requisition for you automatically.
Account Description: Type the description of the account against which you wish to put the expenses.
Vendor: This is the vendor that will appear on the PO.
Account Code: Type the account code against which you wish to put the expenses.
Deliver To Vendor #: This will be the first approver for this expense.
C. Best Practices
- Clear Expense Documentation: When filling out activity details, include a thorough description of the expenses, the pertinent vendor information, and the correct account codes to ensure accuracy and efficient processing.
- Understanding of PO and Requisition Processes: Familiarize yourself with the differences between submitting with a PO and creating a requisition, including the conditions under which each should be used, in order to apply the correct process for your activities.
D. Troubleshooting
- Issues with PO Number Entries: If unsure about the PO number, leave it blank and notify your approver. If difficulties persist, check if the PO numbers have specific formats or organizational standards to ensure compliance.
- Requisition Creation Problems: If automatic requisition creation doesn't happen post-approval, verify that all required fields were correctly filled out. Contact Support if the issue persists after double-checking your entries.
- Errors in Expense Submission: For any errors encountered during the expense submission process, ensure all data fields are correctly filled. Consult with your IPDP admin or Support to resolve configuration or rights issues that may prevent submissions.
E. Related Articles
IPDP: Apply Activity Hours to More than One User
IPDP: Import/Refresh/Edit ODE Certifications
Conclusion
Utilizing the expense addition feature within the IPDP module effectively enhances the management of professional development activities by integrating financial tracking directly. By adhering to outlined best practices and troubleshooting advice, users can navigate the complexities of expense submissions more confidently. As always, ensure your module settings are correctly configured with the help of your support team to facilitate smooth and efficient operations.