Decommitting funds on Order Records

Creating Invoices:

Search by PO # and then select edit to open the purchase order. Select Order and then Create Invoice.

Add /INT to the invoice number (example: 12345/INT) and add “INTERNAL;" in the note tab. You can also add "to decommit funds” or other explanations in the notes field but the "INTERNAL;"  note must be the only item in the top line.

If there multiple line items are carried over from the PO to the invoice, be sure to delete all lines not to be decommited.

Highlight the line item and select Quick Line Item. Change the amount shown to 0 and save.

Approving the invoice.

This step must be done by the Library Business Office. Please send the request LBO staff.

Once the quick line item has been set to zero and saved, click on invoice from the top menu and select approve.  

Checking the Ledger to make sure the amount of commitment has gone back in the fund:

Previous to approving your invoice, open the ledger to view the fund you are putting money back into (decommitting).

Once your internal invoice has been approved, you should see the amount on your original purchase order subtracted from the commitment amount in the Ledger.

Decommitting funds documentation