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titleCan I edit my PO?

Has anything been charged against the PO?

Are you in an open posting period?

If you nothing has been charged against the PO and you are in the open posting period you may edit your Purchase Order.

  1. Go to Transactions/Purchase Orders
  2. Filter on the PO you are looking to edit
  3. Select Edit
  4. A pop up box will appear asking if you want to amend or edit.
  5. If the purchase order has not been sent to the vendor, choose the "edit" option.
  6. Make your changes.
  7. Save

When using the Amend option on a Purchase order, you are not permitted to change the Vendor.  You will also not be permitted to modify an existing item. Instead use the 'copy item' Image Modified to copy the item you want to change. This will create a new item and you can change the item's quantity, description price or account code at that time.  You will then need to cancel the original item by clicking on the Image Modified.  The cancelled item will still be displayed on the PO but with a line crossing it out.

titleI am searching for something. What is the best way to search?

The first and easiest way to find a requisition, purchase order, receipt, refund, invoice etc. is to use the grids and filter on the piece of information you have.

  1. Start a Simple Grid Search, using the following search tools:
  • =value or .eq value will select all records equal to the value entered
  • > value or .gt value will select all records greater than the value entered
  • >= value  or .ge value will select all records greater than or equal to the value entered (default behavior for numeric fields)
  • < value or .lt value will select all records less than the value entered  
  • <= value or .le value will select all records less than or equal to the value entered
  • <> value or .ne value will select all records not equal to the value entered
  • ~ value or .like value will select all records starting with the value entered (only works for text fields; this is the default behavior for text fields if no operator is entered)
  • *= value1,value2,value3 etc. or .oneOf value1,value2,value3 etc. will select records containing one of the values listed (NOTE: only works for numeric fields)
  • value1..value2 or .between value1,value2 will select records between the values listed 

2. Users can Sort any Column by ascending or descending order by simply clicking on the column header name. To filter by more than one column, select the first column then hold down the shift and select the second column you want to filter on.

3. Use the More Button to add or take away filter options in your grid. Click on the carrots to expand search options. Check the box you want and it instantly shows on your grid.

4. An Advanced Query Option is a great way to fine tune your search. Select the button.

Example: You are looking for a receipt that was for the football team and you know it came from the Athletic Boosters but you don't have a date or an amount.

Advanced Query Results

Advanced Query Tutorial Video


titleChange Fund/Petty Cash Fund Procedure

Listed below are the steps to perform open, replenish or close a Petty Cash Fund or Change Fund:

Opening a Change Fund/Petty Cash Fund

  1. If one does not exist, create a vendor for the custodian of the Petty Cash/Change Fund
  2. Create a PO to the custodian. Invoice and Disbursement and provide the disbursement check to the Petty Cash/Change Fund custodian
    1. For Petty Cash funds, the expenditure account charged on the PO, the Auditor's Office indicates it must be funded from the General Fund.
    2. For Change funds, it may be taken from the fund needing it (i.e. athletics, student activity fund)
  3. Create a Reduction of Expenditure, using the amount of the Purchase Order and the budget account used.
  4. The amount of the Petty Cash/Change Fund must be entered as a reconcilable item when balancing at the end of each month, as it will show as available cash on the system.

Replenishing a Petty Cash Fund 

  1. When someone requests petty/change fund cash, the custodian disburses the cash from the fund in exchange for receipts related to the purchases.  No entry is made in the system at this point.
  2. If the fund requires more cash, or at the end of the fiscal year, the custodian requests a check for the difference between the cash on hand and the total assigned to the fund.
  3. The receipts should be verified, and a PO, invoice, and disbursement should be issued to the custodian charging all relevant budget accounts used for the related purchases.

Closing a Petty Cash Fund

  1. Obtain the monies from the custodian and deposit them in the bank, posting a receipt on the system. The account used on the receipt should be from the same fund the original expenditure was processed against.
  2. Create a Refund of Receipt (no check), using the amount and revenue account number from the above step. 
  3. At this point, you no longer include the amount of the Petty Cash/Change Fund as a reconcilable item when balancing at the end of each month.

titleI forgot the check for my refund, now what?

If you created a refund but forgot to check the "create check" box.  

Image Added

You can delete the refund from the grid as long as you are in an open posting period.  You can then re-create the refund in order to select the "create check" box complete the refund and save and then go to the Disbursement grid to assign the check number.