Changing Appropriations in Funds (Acquisitions)

How to change the amount of money in funds.

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Adjusting the Funds

In the Funds function in Acquisitions, you can increase or decrease the appropriation of funds in the Current Funds folder by using the Fund Adjustment Table. You can make up to 500 adjustments at a given time. After changing the table, you have to effect the changes by posting the transaction(s). Nothing really changes until you post. Once a change has been posted, it cannot be undone.

You can remove money by appropriating a negative amount of money.

While it is possible to manually change expenditures and encumbrances, these changes usually result from posting orders and invoices.

To adjust appropriations of funds:

• Choose Funds from the Function list.

• Select the Adjustment tab. The fund codes listed in the Current Funds folder display alphabetically in the Fund Adjustment Table. The table shows Appropriation, Expenditure, Encumbrance, Free Balance, and Cash Balance data for each fund.

• Edit the data in the table by using the form tool. Check the Use Form box to turn it on.

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• Click on the name of the fund you want to change in the table

• Make sure the pull down in the form is set to Appropriate

• The amount currently in the fund will appear in the box at the end of the form

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• Put your cursor in the box after the plus and enter the amount you want to add and press ENTER.

   

• If you want to remove money enter a negative number (don’t remove the +) and press ENTER.

   

• You can add a note to explain the adjustment. It will be retained in the ledger with the record of the change.

   

• It will pop up with this confirmation box when you press ENTER.

   

• When you change any data in the table and continue to the next field, the adjustments appear in blue for the fund that was altered. 

   

• You can make multiple changes to the table and then post all of them at once.

   

• You have three buttons, Cancel, Finish, and Post.

   

• If you Cancel, you will remove your changes and nothing will happen to the funds

   

• If you Finish, you will leave this screen, but the appropriation is only half done. It is not posted yet. It will not really change the funds until someone posts. You can just come back to the Adjustment tab and post from here. If anyone posts an invoice over in the Pay an Invoice function, then these changes will get posted at that time if they are left over from this function. You might want to do this if you have different people doing ordering, and invoicing and fund management, but you want a single person doing the posting.

Posting

If you Post, then you will finalize these changes. This is usually the option you want. Be aware that posting here will also post any invoices waiting to be posted.

• When you click post, you will get a several part dialog. First it will ask how you want to print. All posting prints several reports. In the old days people would keep these paper print outs in binders. Now most people get emails and keep those in an electronic folder.

   

• It will ask for an email address. If you want to retain all of these posting reports, it is a good idea to always use the same email for this. If you have different staff posting invoices, orders and fund changes, it might be a good idea to find a way to keep all these emails in the same place if you want to be sure you have a good record.

• You can just click OK here.

• There will be several screens allowing you to check that the fund changes are correct. This is the same information that will be sent in emails. If there are any invoices or orders that are waiting to get posted, information about them will appear in these reports as well.

• It will ask if the printout is OK. This is your chance to check that you received the emails and that all the changes are correct before you finalize them.

• This is your last chance to stop the process before the changes are final.

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• Another report that will be emailed.

   

• Done posting. Now the changes will be permanently reflected in the Funds table.

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