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Nexus ERP · User Guide

Finance

Money end to end: the organisation account with suppliers and documents, procurement with PPR-scored quotations and approvals, the general ledger through to AFS and statutory returns, student finance with bursaries and credit control, and asset lifecycle.

demo.staffdemo.accountsdemo.providerdemo.employerdemo.admin

🗺Requisition to remittance; fees to statements

How the module fits together end to end. Colours mark who acts: navy = staff/admin, cyan = external user, green = organisation, orange = the system.

Requester
Requisitionwhat is needed
→
QuotationsNXQTE refs, PPR scoring
→
Awardbest-scored offer
↓
Finance staff
Approvaldelegation levels
→
Purchase order
→
Invoice captured
→
Payment recorded
↓
Supplier
Statement / remittanceemailed, branded
→
Compliance trackedCSD, B-BBEE
Students
Fees & accountsStudent Finance
→
Bursaries / NSFAS
→
Credit controlageing, dunning

🧭1. Supplier Registration & Payment Process

The register, the wizard, quotes, invoices and payments are one story. Follow it in order — every screen below hands its data to the next one.

1
Register the company — or start straight from the account. On the account’s Suppliers & Payables tab, New company as supplier opens the company wizard carrying your account with it — the blue notice confirms the company will come back linked as a supplier automatically, wearing its NXVND vendor number. Company wizard opened as a supplier flow
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2
Or link a company that already exists. Open the organisation’s account (/Finance/OrganisationAccount/OrganisationAccountOverview?tab=suppliers) and press Link Supplier. Search the company register as you type… Suppliers and payables tab with an account open Searching existing companies inside Link Supplier …and picking a match fills the whole form from what the system already knows — name, registration number, VAT, contacts. Nothing is retyped, so no second version of the company is ever born. Supplier form auto-populated from the chosen company
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3
Put the supplier to work: quotes on a requisition. Raise a requisition (/Finance/Procurement/RequisitionOverview), then capture quotations from this supplier and at least two others (/Finance/Scm/QuotationOverview). Leave the reference blank and the system issues an NXQTE number. The offers are scored on the 80/20 preference-point formula and the award is signed off. Three supplier quotations ranked and awarded
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4
The supplier delivers and invoices you. Capture it with Add invoice against the supplier — leave the due date blank and it is worked out from the supplier’s payment terms. Add invoice dialog for a supplier The invoice now sits on the supplier’s row with its outstanding balance, preview and email buttons, and Pay: Supplier row expanded showing the outstanding invoice
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5
Record the payment. Pay pre-fills the outstanding amount; part-payments are fine, overpaying is refused as a capture error. Every payment lands on the payments ledger with its date, method and reference. Record a payment dialog
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6
Close the loop on paper. The Documents menu on the supplier row previews and emails the statement (every invoice and where it stands) and the remittance advice (every payment made) — branded exactly as they arrive in the supplier’s inbox. What you preview is what is sent. Branded supplier statement Branded remittance advice

🧭2. Requisition to Purchase Order Process

Public-procurement discipline, end to end: the amount decides the process, the scores decide the recommendation, the signatures make it an order.

1
Raise the requisition. /Finance/Procurement/RequisitionOverview — the amount bands say what the purchase needs: petty cash, one written quote, three quotes, or a competitive bid. Requisitions with amount bands
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2
Capture and score the quotations. /Finance/Scm/QuotationOverview — each supplier’s offer is scored on the 80/20 preference-point formula; a blank reference gets a system NXQTE number; excluding an offer demands a recorded reason. Quotations scored and awarded
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3
Award and route for approval. The recommended (highest-scoring) offer is awarded — awarding elsewhere records a deviation — and the approval levels sign in sequence.
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4
The purchase order goes out. /Finance/Procurement/OrderOverview — the awarded quote becomes the order to the supplier; the invoice it triggers is handled in Process 1.

🧭3. Student Billing & Receipt Process

Every invoice, receipt and plan against the same student the academic record knows — one answer to what is owed.

1
Find the student. /Finance/StudentFinance/StudentFinanceOverview — search by name, surname or national ID; the row shows invoiced, paid, balance and overdue at a glance. Student accounts with balances
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2
Raise the invoice. Bill from a fee structure or ad hoc; the balance and the overdue figure update immediately.
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3
Capture the receipt — or agree a plan. Payments land against the invoice; a payment plan spreads a balance and shows on the row until it is done.
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4
Hand over the statement. The Statement button on each row produces the student’s full account — the same figures the hero tiles add up.

🧭4. Bursary Award & Disbursement Process

Funds in, awards out, receipts against the student’s own fees — a bursary pays fees by producing a receipt, never by discounting them.

1
Set up the fund. /Finance/Bursary/BursaryOverview — each fund carries its pool, committed and uncommitted totals; SETA and NSFAS funds sit side by side. Bursary funds and awards
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2
Award to a student. The award commits money from the pool and waits as Pending.
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3
Approve — or reject with a reason. Approved awards become disbursable; rejections free the committed amount back to the pool.
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4
Disburse. Disbursement receipts the money against the student’s invoices in Student Finance — Process 3 shows the result on their account.

🏦Organisation Account

Organisation Account Overview /Finance/OrganisationAccount/OrganisationAccountOverview

One organisation's own books: assets & inventory, suppliers & payables, capacity. Graphs show outstanding by supplier, the payables position and assets by category. Staff with no organisation selected browse the whole supplier register with owner badges.

  1. Search the Training Provider or Employer pickers to open an account.
  2. On Suppliers & Payables: Link Supplier captures or links a supplier (search existing companies to auto-fill), or use New company as supplier to run the company wizard and link it back automatically.
  3. Expand a supplier row for its invoices; record payments; preview or email its statement, remittance advice or an invoice from the Documents menu.
💡 Supplier numbers are system-generated: NXVND-{FIRST4}-{0001}. Quote references follow as NXQTE-…
💡 Document previews open wearing the email brand — what you preview is exactly what the supplier receives.
Screenshot Organisation Account Overview

📦Procurement & SCM

Requisitions /Finance/Procurement/RequisitionOverview

Needs raised for purchase, with suggested suppliers ranked per commodity.

Screenshot Requisitions

Quotations /Finance/Scm/QuotationOverview

Quotes per requisition, scored on the Preferential Procurement formula (price + specific goals); award the recommended or record a deviation with reasons.

  1. Capture each supplier's quote (leave the reference blank for a system NXQTE number).
  2. Compare scores; award, or record a deviation with its reason.
  3. Route for approval.
⚠️ A non-compliant offer must carry a reason — exclusions without one are exactly what audits find.
Screenshot Quotations

Purchase Orders /Finance/Procurement/OrderOverview

Approved awards become orders to the supplier.

Approvals & Delegations /Finance/Scm/ApprovalOverview

The approval queue and the delegation levels (/Finance/Scm/DelegationOverview) that decide who signs at which amount.

Supplier Compliance /Finance/SupplierCompliance/SupplierCompliance

CSD numbers, verification dates, performance (/SupplierPerformance) and deviations (/Deviations).

📑Ledger & statutory

General Ledger /Finance/Ledger/AccountsOverview

Accounts, journals (/JournalsOverview), cashbook (/CashbookOverview), bank reconciliation (/BankRecOverview), budgets and periods.

Statements & returns /Finance/Ledger/TrialBalance

Trial balance, income statement, balance sheet, VAT return (/VatReturn), SARS returns (/SarsReturns), levy allocation, and the AFS editor (/Finance/Afs/AfsOverview).

🎒Students & funding

Student Finance /Finance/StudentFinance/StudentFinanceOverview

Student accounts: fees raised, receipts, balances.

Screenshot Student Finance

Bursaries /Finance/Bursary/BursaryOverview

Bursary funds, awards and disbursements. Staff-only; SDPs see only what they are funded for. NSFAS returns at /Finance/NsfasReturns/NsfasReturnsOverview.

Credit Control /Finance/CreditControl/Worklist

Debtor ageing (/DebtorAgeing), dunning runs (/Dunning) and the collector's worklist.

Funding Monitoring /Finance/FundingMonitoring/Index

Funded projects (/Projects), their learners (/Learner) and tranche payments (/Payments) — the money side of Discretionary Grants.

💼Assets

Asset Lifecycle /Finance/AssetLifecycle/LifeCycle

From custody (/Custody) through maintenance (/Maintenance) and verification (/Verification) to disposal (/Disposals). The register itself lives on the Organisation Account.

❓FAQ & troubleshooting

The supplier grid is empty.

With no organisation selected, staff see the whole register; an organisation account shows only its own suppliers. If a specific account looks empty, its suppliers belong to a different owner.

Can I email a supplier their statement?

Yes — the Documents menu on each supplier row previews and emails the statement, remittance advice, and individual invoices, branded like every system email.

Who may see Bursaries?

Staff. SDP users see only the funds and learners they are funded for; the endpoints enforce this server-side.