Paying Invoices from Multiple Funds

The Allocations tab on the Orders screen allows you to automatically split an invoice amount over several funds based on a previous percentage defined when the payment was pre-processed.

Tip:

  • Refer to separate help topic if Pre-processing Payments for more information on pre-processing payments at the time of ordering.

  1. Search and display required Catalogue record and select the Acq’ns tab screen

  2. Double click on Order listed in the window at the bottom of Acq’ns tab screen to display the Orders screen OR right mouse click on the order summary window towards the bottom of the Acq’ns tab screen and select Receive Order

  3. If you did not use the 'Receive Order' menu option select ‘Received’ from the Status pop-up list

  4. Enter the Delivery Date

  5. Select Allocations tab

  6. Enter Invoice No and Total Invoice Amount in Australian dollars. The system automatically generates the Invoice Date as today’s date

  7. Check Create Standing checkbox

  8. Click ALLOCATE for the system to calculate split payments over nominated funds for the total invoice amount

  9. Select the Payments tab screen

  10. Note that the Amount for each Fund is updated against the % allocated and the Invoice Total entered. Each Payment Status is automatically changed to ‘Paid’. Order Total is calculated and displayed

  11. Close and save

The total amount is automatically updated to ‘Spent’ amount recorded for each Fund in the associated Budget record. The Acq'ns record automatically displays the updated Order details.