What This Process Does

  • Reverses the transaction which will cause the finaled boolean to be set to true in the account that is being changed.
  • NOTE: The first screen that opens is the reversal. Review and Save, then a screen will open to enter the NEW account code.
  • The original account will be automatically skipped when the PO Voucher is added.
  • The original account can be skipped when printing the purchase order by selecting non-finaled only in the Select and Range tab.


Requirement

  • Non-Paid – The purchase order whose account code(s) are being changed must not have been paid.


Change Account Codes for Non-Paid POs

  1. Procurement → Purchase Orders → Maintenance → Change/Set → Change Account Codes for Non-Paid POs
  2. The first screen that opens is the reversal. Review and Save this Transaction.
  3. A new screen will appear, similar to the Add Transaction screen when a purchase order is initially created. Add the new account code. Click Save.
  4. Click Cancel for the two open windows. The Audit Trail Device Window will generate.
  5. Review the report for accuracy. If correct, click Cancel and set your flags.


FIELDSOpt.Rec.Req.Description
Fiscal Year––♦The fiscal year in which the change will be made
Override Current Month♦––If the change is taking place in a different month than the month that defaults, set this to true
Month––♦The fiscal month the change will be made
Line Number––♦If the transaction is attached to a PO line, select as necessary
Account Number––♦The number that is referenced to the account information



Account (Expenditure) Code––♦Automatically populates after the account number is selected
Debit (Encumbrance) Code––♦Automatically populates after the account number is selected
Credit (Reserve) Code––♦Automatically populates after the account number is selected
Outstanding Amount––♦Automatically populates after the account number is selected; the amount will be a negative
Opt. = Optional  Rec. = Recommended  Req. = Required


Access from PO Master

  1. This process can also be accessed through the PO Master: Query → Accounts
  2. On the range screen, scroll down to where you can enter in your PO Identification in the TO and FROM column. Click Select.
  3. On the browse screen, one or more account records should exist for that purchase order. Highlight the account code that needs to be changed and Select it.
  4. At the bottom right corner of the screen, you will see a button titled Change Account Codes.
  5. When this button is clicked, the first screen that appeared when you selected the Change process at the beginning of these instructions appears. Only this time, all of the information is already populated.
  6. Follow the same instructions in changing the account code as before.