Already using iplicit for finance, and SUMS for student management, the team at Kent found they had a gap in their process when it came to handling expenditure from students.
Managing student expense claims was the key requirement, but it was also larger supplier expenditure that created finance a lot of work. Student groups were submitting purchase orders to be authorised, then raised - in addition to everyday student claims.
Originally, the team intended to use the iplicit finance system to solve the issues. Adding all students as iplicit users (to enter claims, orders etc), and using the iplicit workflow to route to the relevant student group for approval (president, treasurer etc), before payment.
Although feasible with iplicit, it became apparent that the constant changing of groups, students, bank details and approvers, created a large admin task for finance. What finance needed was a system that could link the student database (SUMS), with iplicit.
To solve the problem, Kent were introduced to Konnekt365 and their leading solution for managing Student Expenses. With real-time API links to iplicit for finance, and SUMS for student management, the solution was a perfect fit for the Kent team.
Entering claims, orders and invoices for approval
Linking with SUMS, the Konnekt365 solution lets students register within the apps, where it then picked up their registered groups. Students can then select a group and add claims, request purchase orders, or lodge supplier invoices. When completed, a submitted entry routes to the SUMS group approvers, president or treasurer - before finally being created within iplicit (complete with receipts, attachments and history).
Fully integrated with iplicit
Providing a fully automated solution, staff resource and supplier accounts are now created on the fly - with no need for admin to create student users in advance. Students also look after their chosen bank details in the app, with these automatically updated in iplicit. For supplier entries, students select from an approved list, or opt to request a new one.
Live income & expenditure reporting
As well as handling the expenditure, Student Expenses also allows live reporting of group Income and Expenditure. Allowing management to keep a close eye on club finances, the reports detail funds, orders and invoices, as well as draft expenditure awaiting approval. Live reporting is available on any device, at any time; including at point of approval.
How did the implementation go for Kent SU?
From reviewing the initial YouTube overview in Jun 24, through demonstration, configuration, training and go-live, the project went live for the Sep 24 freshers week. - Going from enquiry to live in under 10 weeks.
Lloyd Wilson, Director of Digital & Communications at Kent said
".. the go live went quickly and efficiently, with everything working well. All in all it’s been a very painless experience, and it’s been really well received by the students! .."
For students and finance teams.
Available on iOS, Android, tablet and web - Any device. Any time access.
Further information