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 Can 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'  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 .  The cancelled item will still be displayed on the PO but with a line crossing it out.

 I 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


 How do I re-open a closed PO?
  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.

 How do I close an open PO?

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.
 How do I void a check?
  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.


  • By leaving the "void invoice items" box checked you will be canceling the invoice associated with this disbursement, therefore setting the PO back to the status it was before the disbursement was created.
  • By un-checking the "void invoice items" box it will put your invoice in "payables" and you will be able to make modifications to it. For example, you should have invoiced $11.00 instead of $10.00.
  • Checks from prior fiscal years should not be voided. Directions for this process can be found under "How do I void a check from a prior fiscal year?"

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

 How do I void a check from a prior fiscal year?
  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. Then go to Transactions/Refunds to create a refund of receipt from the 5300 receipt account. If a new check needs to be issued be sure to put a check box in "create check" field on the refund page.

Checks from a prior fiscal year should NEVER be voided!

Also please note: By reconciling the check the YTD figure for 1099 purposes has not been reduced, this may cause a problem if necessary adjustments are not made.

 How do I mass inactivate accounts?

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). 

 Can I mass add accounts?

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.​

  

 Can I use Account Filters on my Budgeting Sheets?

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. 

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