Changing fund codes for firm order line items:

1.       Call up the purchase order by PO number.

2.       Highlight the first line item in the PO to enable editing.

3.       If the line item is still pending, click Quick Line Item to change the fund.

4.       If the line item is approved or received complete, go to the Line Item across the top and select Edit Approved.

Whether using Quick Line Item or Edit Approved, highlight the line item to enable editing and click on the binoculars icon on the Commit to Fund field to launch a search box to find the new fund name.

Select search by Fund Code, condition equal, type your new fund code name in all caps and click search.

Select the correct fund name and expenditure code and click OK.

Note: If you don’t find the proper expenditure code in the returned list, it will need to be created. For instance, if the above example was for a DVD you would contact the Library Business Office to create a 155 Code for UNRHIS DVDs. Send additional expenditure codes requests to susan.jaffe@yale.edu.

Verify the proper information is now displaying in the Ledger and Commit to Fund fields and click Save. 

 If you get the following error message, you can click on override to continue saving your changes:

Continue the steps above for each line item in the purchase order that needs changing.

Changing fund codes for continuations:

The criteria for valid continuation commitments are:

1.       Dollar amount line items are currently committed and invoices were paid in FY13 and the title has not been cancelled 

2.       Zero dollar amount line items are currently committed in FY13 and invoices were paid in FY12, or invoices have been paid in FY13 and the title has not been cancelled.

For valid continuations commitments, edit the line items using the same instructions as for firm orders listed above.

For line items with $0.00 as the line item price—edit the price to reflect the dollar amount of the last paid invoice.

Changing funds documentation