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

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

1. Go to Transactions/AP Invoices
2. Filter by the PO number you want to re-open
3. Find the most recent invoice for that PO (may need to sort by Date)
4. Click on beside the most recent invoice to view it
5. To the right of the line item/s you will see the partial/full action button
   

6. If the invoice is full the action button will say “partial”, by clicking on the action button you are changing the invoice line item from Full to Partial, which makes the PO invoiceable again.

   The date on the invoice must be in an open posting period to use the action button. If it is not currently open you can go to Core/Posting Periods and reopen the period. Once you have completed the transaction remember to go back into Core/Posting Periods and close the period.

Option #1

1. Go to Transactions/AP Invoices
2. Filter by the PO number you want to close
3. Find the most recent invoice for that PO (may need to sort by Date)
4. Click on beside the most recent invoice to view it
5. To the right of the line item/s you will see the partial/full action button
   
   
   
6. If the invoice is open the action button will say “full”, by clicking on the action button you are changing the invoice line item from Partial to Full, which makes the PO not invoiceable.

Option #2

1. Go to Transactions/AP Invoices
2. Select Create New invoice
3. Enter the PO # you want to close in the box that appears
4. Enter an invoice # or type "Cancel".
5. From the line item status drop down box, select cancel-full on the line items you want to close
   
6. Save when complete. Your PO is now closed.

When an invoice is created for a purchase order where the Vendor Invoice Date or Invoice Date entered is prior to the purchase order date, the system will mark the purchase order as a Then and Now by checking the Then and Now box on the PO transaction. You can then use the purchase order grid or advanced query to easily locate the purchase orders marked as Then and Now. 

Adding Then and Now to PO Grid

1. Add the Then and Now property to your PO grid by using the 'More' button. 

   

2. Filter for records that are 'true'

   

3. Use the Report option on the grid to print and/or save the report for future use. 

   

Advanced Query Then and Now

1. Click on Advanced Query on the PO grid

   

2. Drag and Drop (or double click) 'Then And Now' from the properties box on the left to the display name box on the right. 

   

3. Change the operation drop down to Equals

   

4. Enter a Filter Value of true 

   

5. Click on Apply Query 

   

6. Enter a Query Name and click on Save Query so it may be loaded at any time. 

   

   

7. Use the Report option on the grid to print and/or save the report for future use. 

   

8. Click on Clear Query and then Hide Advanced Query Controls. 

1. Go to Transactions/Disbursements
2. Filter on the check # you would like to void.
3. Select Void
4. When you select void, the following box will display.

5. Once you hit confirm your check has been voided.

1. Reconcile the check as if it has cleared the bank. Transactions/Disbursements and then filter on check #.
   
   
2. You will then need to a receipt using a 5300 receipt code "refund from a prior year expenditure". Transactions/Receipts
3. If a new check needs to be issued. Go to Transactions/Refunds to create a refund of receipt from the 5300 receipt account, put a check box in "create check" field on the refund page.

You will want to go to the Utilities menu and select "Mass Load".  You will have to load different spreadsheets (cash, expenditure and revenue are the options) as they can NOT be combined on one.  In order to create the spreadsheet to use to load into Mass Load, start at the Account grid and filter for the accounts you want to make inactive, make sure all account dimensions are on your grid and you have the active column on your grid as well and then click on the report button and choosing the output format Excel-fieldnames. This will create a spreadsheet with the appropriate headers for the Mass Load program to work.  Remove all columns except the account dimensions and active status. You will then add/remove accounts as needed, change the active column to be false and save it as a CSV file. Once the CSV file is created/saved you will go to Utilities/Mass Load, upload your spreadsheet and choose the importable entity (cash, expenditure, revenue). 

Yes. 

The Mass Add Feature allows you to copy all Appropriation, Expenditure and Revenue Accounts in a Cash Account, to a new Special Cost Center within that same Fund.  

1. Go to Core/Accounts and view the Cash account you want to copy.

​2. ​​Click on “Mass Add”

​
3. ​A box will pop up where you can enter your new SCC for ​the​ particular fund​ and click on Submit.​

​4 ​​​. Once you submitted you will get a message showing all the accounts that were created.​

1. Edit your Scenario (or create one) under Budgeting/Scenarios

2. Create a sheet

3. Add/remove columns in the selected properties section

4. Click on the configure filters tab 

5.  Drag the 'filter' property to the right

6. Operation needs to be set to Equals
7. Value text box enter in your filter name EXACTLY like it is under Utilities/Account Filters

8. Give the Sheet a name

9. Save the Sheet and confirm creation
10. Save the Scenario. 

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.

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

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.