P – glossary definitions

P glossary

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PCard

Purchasing Cards are an alternative, efficient and cost effective method for staff to purchase a wide range of low value general goods and services. It is the department’s preferred payment method for low-value goods and services. Refer to the PCard Policy and Guidelines for more information.

Parent/Carer

A person who has the legal right and responsibility of taking care of a young person.

Parents and Citizens Association (P & C)

An association constituted under the Education Act 1990, consisting of parents of children attending any government school, together with other residents of the community served by the school, who are interested in the welfare of the school.

Parent online payment (POP)

This is an online credit card payment gateway to allow parents and carers to make payments to schools.

Parked invoice

An invoice held in the system that requires action before it can be posted.

PAYG

Pay as You Go withholding tax. The process by which tax is withheld from the payments employers make to employees or those service providers who have not quoted an ABN on their invoice. This tax is paid to the ATO by the employer.

Payment term

The period allowed to a customer to pay the invoice. The default payment term for the department (DoE) is to 30 days for any outstanding supplier invoices.

PC

Personal computer

Payroll

The system that pays wages and salaries to employees.

PCard

See Purchasing card

PDF

Portable Document Format. When a PDF file is used, the transferred data is 'read only' so it cannot be altered. As a PDF file is smaller it uses less memory when emailed or stored. It can also be read by all operating systems.

Penalty interest

Interest calculated for small business vendors whose correctly rendered invoices are not paid within 30 days from the receipt date. The interest calculation is based on the individual vendor invoice where the calculated interest is above the threshold limit. This process is used to comply with the NSW Treasury Circular NSWTC 11/12 (PDF 78.41KB) and NSWTC 11/20 (PDF 40.11KB).

PEPS

Permanent Employee Payroll System

Periodic billing plan

A ‘periodic’ billing plan is created with the billing dates and billing amounts set for a specific period eg  lease.

Petty cash

Is an amount of cash on hand that is used for paying minor business expenses (less than $100) owed rather than writing a cheque or processing through a general expense claim. Must be confined to minor expenditure.

Petty cash request form

This form is used to request a recoup for an established petty cash float, up to the approved level. The school will be responsible for submitting this request to Business Services. Each recoup form contains customised drop-down menus and other built-in checks, and must be completed electronically using MS-Excel.

Phasing

See Budget phasing.

Plan

SAP term that describes DoE's category budgets and/or forecast. Also referred to as School Plan.

PO

Purchase order

Pocket Money

A small amount of money suitable for minor expenses

POP

See Parent online payment

Portal

Offers a single point of electronic access to SAP and non-SAP information sources, enterprise applications, information repositories, databases, and services in and outside of an organization.

POS

Point of sale

Position

In SAP terms, a position is an assignment. It defines the relationship an employee has within a school. Each position has assigned permissions. In HR terms, a position is a role that an employee is appointed to on an ongoing or temporary basis.

Posting rule

Set of rules that define what fields must have identical information to allow the automatic clearing program to be used.

Preparer

In the case of PCards, the preparer undertakes certain preparation activities within EMS on behalf of the cardholder submitting transactions for acquittal.

Prepayment

A payment made in full, in advance of receiving the goods/services specified in a purchase order.

Principal

The Education Act 1990 defines 'principal' as a teacher appointed as a principal to be responsible for the management, organisation, supervision and efficiency of a government school. The term also includes acting or relieving principals.

Probability

The possibility or likelihood of an event happening in the future.

Probity

Adherence to the highest principles and ideals including integrity, uprightness and honesty.

Procure-to-pay (PTP)

A component of the SAP Finance system that allows schools to purchase goods and services. Refer to: Procure to pay (PDF 620.74KB).

Procurement

Procurement is the process of acquiring the resources (personnel, materials, facilities, services and construction works) needed to undertake the business of the Department of Education.

Profit

A profit represents the benefit or gain on a sale after deducting all costs or the money a business makes after deducting (or allowing for) all costs. The opposite to profit is loss.

Profit centre

A profit centre is a nine digit number encompassing both the company code and operational entity code (school code) eg 106011234 – the first 4 digits are the company code, the 5th digit indicates whether it is operational or DGR and the last 4 digits are the operational entity code.

Profit and loss (Operating statement)

A financial report presenting a schools income and expenditure from all sources.

Programs

A planned series of future events, items, or performances. There are both operational (eg  local, state-wide and national partnership programs) and capital (eg  purchase of an asset, construction of an asset).

Purchase order (PO)

A purchase order is a document issued to a vendor which details items you wish to purchase.

Purchasing

Relates to the acquisition of goods and services.

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