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How to update a PO Charge Account
Note: if a PO is fully invoiced the charge account cannot be updated, contact Finance to request a journal entry to be done for the invoiced amount.
Below shows how to update charge account for non-invoiced PO, see below for partially invoiced PO process.
- Go to ‘Procurement’, then ‘Purchase Requisitions’.
- Click on ‘Manage Requisitions.’
- Clear ‘Enter By’ name and search by the PO number or Requisition number. Click ‘Search’
- Click on ‘Requisition’ number.
- Go to ‘Actions’ and click on ‘Edit Order.’
- You will be able to update the ‘PO Charge Account’. If multiple lines should be updated, click on each line to make the update as needed.
- Enter the Description for the Change. Then, click ‘Save’ and ‘Submit.’
- You will get a confirmation stating the change order was submitted for approval. Click ‘OK’ and ‘Done.’
When a PO has been partially invoiced you can only update the remaining amount, invoiced amounts on PO cannot be updated.
Contact Finance to request journal entry to be done for the invoiced amount.
How to split the line using distribution tab.
When PO is partiall received / invoiced: the received and invoice amounts must match.
If the receipt is for greater than the invoice, correct the receipt to match the invoice amount, if you do not this error will occur:
- PO shows invoice applied, see order life cycle on the right.
- Hover over the invoice bar to view total amount, make note of the amount and the origial PO amount.
- Deduct the invoice amount from the original PO amount to obtain the remaining amount. The charge account can be updated for this amount only.
- Select actions, edit order
- Scroll down to the bottom of the PO, select the distributions, tab, select the split icon.
- A new line will be brought in
- Enter the invoiced amount on the first line, add the remaining amount on the second line
- Add a note to the description box, select save
- Select Validate from Actions
- If no errors, select OK, If you receive and error, review the charge account numbers you entered.
- Possibly there was a data entry error if none exist, it may be another issue. Email the [email protected] and we will review.
- Finally, select SUBMIT, you will receive a confirmation change is in process.
- Select the refresh button on the top right if you wish to see the change pending, refresh again and the PO will be fully updated.
