Funds Management

How to Create Departments

  1. On the navigation bar, click the Manage tab

  2. On the Manage navigation bar select Types

  3. Scroll to the Section called Departments and click the Add Department button

  4. Enter the Name of the Department

  5. Enter the Department Code (if applicable - applies as a prefix to the Po Number)

  6. Select Excess Cost/Quantity Authorizer (if applicable)

  7. Select Department Authorizer/s per client (if applicable)

  8. Click the update button to save

How to Add a GL Account to a Department

  1. On the navigation bar, click the Manage tab

  2. On the Manage navigation bar select Types

  3. Scroll to the Section called Departments and click the plus button next to the Department

  4. Enter the Name of the GL Account

  5. Enter the GL Code

  6. Enter a default budget value (if applicable)

  7. Click the update button to save

  8. Click the Type List button to return to the Types main page

  9. Repeat steps 3 to 8 until all GL Accounts have been added to all the Departments.

How to Add Departments to the Funds Management

  1. On the navigation bar, click the Maintenance tab

  2. Select Funds Management from the drop-down menu

  3. Select the correct month

  4. If this is the first time setting up the Funds Management, click the Create New Account button and then Refresh the page

  5. Then click the Actions button and click the Add Missing Accounts button and update.

  6. If data is already present in the Funds Management, follow step 5 to add any additional Departments and GL Accounts

How to Remove Departments/GL Accounts from the Funds Management

  1. On the navigation bar, click the Maintenance tab

  2. Select Funds Management from the drop-down menu

  3. Select the correct month

  4. Click the Actions button and click the Remove Accounts button

  5. Click the “X” next to each Department or GL Account that needs to be removed.

  6. Scroll to the bottom of the page and click the Close button

How to Import the Funds Management

  1. On the navigation bar, click the Maintenance tab

  2. Select Funds Management from the drop-down menu

  3. Select the correct month

  4. Click the Actions button and click Export Details

  5. Open the excel file and make the required changes to the values under the Forecast Budget column

  6. Remove all the columns after the Forecast Budget column

  7. Save the file

  8. Return to the Funds Management page and click the Actions button

  9. Click the Import button

  10. Choose the File and click the Process button then close the Import prompt

  11. Verify the correct values have been imported

How to Enable the Feature on Purchase Orders

Step 1 - Enable the Feature via the Config Section

  1. Click on your Username in the top right-hand corner

  2. Select the Admin Settings button from the drop-down menu

  3. On the Admin Navigation Bar select Configs

  4. Scroll to the Purchases section and search for the Custom Departments button.

  5. If “No” is displayed on the button, click it and change it to “Yes”.

  6. Under the Purchase section, also search for the Custom Purchase Vendor button.

  7. If “No” is displayed on the button, click it and change it to “Yes”.

  8. Click the Update Button to save

  9. Click the Close Admin Panel button to exit the Admin Panel

How to Apply Departments & GL Accounts to Items on Purchase Orders

  1. Once the two features above are enabled, on the Create Purchase Order after the user has added all the required items to the Purchase Order cart, they would be required to select the Vendor field and select the Department from the Department field before clicking the Proceed with Purchases button.

  2. After creating the Purchase Order, on the Purchase Order edit after filling in the required information at the top of the page, scroll down to Items.

  3. After confirming the correct quantities and prices are applied to each item, under the GL Account column apply the correct GL to each item.

  4. Click the Update button to save.

How Values are applied to the Various Columns via the Funds Management Section

Departments & GL Accounts Column

  • Under the Departments column all Departments created in the Manage section are displayed. Once the Department is expanded, the GL Accounts associated with the Department would be dipslayed.

Forecast Budget

  • This column displays the Budget entered by the Manager for the selected month. These fields can be updated manually for each GL Account on this page, or it can be updated via the Import of the Funds Management.

Rollover Purchases

  • This column displays the total value of all Purchase Orders which are at Request Authorization or Awaiting Delivery status for previous months, for the past six months.

Funds Used

  • This column displays the total value of all Purchase Orders which are at Receiving or Processed status for the current month selected.

Funds Held

  • This column displays the total value of all Purchase Orders which are at Request Authorization or Awaiting Delivery status for the current month selected.

Funds Delivered

  • This column displays the total value of all Purchase Orders which are at Deleivered status for the current month selected.

Ending Balance

  • This column displays the amount of Funds still available for each GL Account. Formula - Forecast Budget - (Rollover Purchases + Funds Used + Funds Held + Funds Deleivered) = Ending Balance

Other Balance

  • This column displays the total value of all Purchase Orders which are at Request Authorization or Awaiting Delivery status for future months.

Things to Know

  1. If a Department is missing from the Departments drop-down field in the Purchase Order Cart or on the Purchase Order edit page, users should go the Maintenance Tab, select Funds Management, select the Year Month, Click the Actions Button and click the Add Missing Accounts button.

  2. If an item was previously purchased under the selected Department, when the user clicks the Apply Account GLs, it would apply the previously used GL Accounts to all the items on the Purchase Order.

  3. All values displayed in the Funds Management are Vat Exclusive