This is an old revision of the document!
You may encounter a situation where you've received a credit from a vendor. You should account for this in Acquisitions, since it presumably means that you have that much more money to spend out of your budget.
Before actually creating the credit, you may want to do some preliminary homework to gather information.
To create the vendor credit:
If your credit originated from an item on a purchase order:
If your credit did not originate with a PO:
Sometimes you have already activated a PO only to realize that you used the wrong fund (whether that means there's not enough money in the one you used, or that it was inappropriate for the purchase). You may even have an open or closed invoice that is currently using that fund for that line item.
You can change the fund on a line item at any point in the process by using the batch updater on the purchase order. You cannot change funds at the copy level, only at the line item level.
Often you may have funds that you would like to fully spend down to zero at the end of the fiscal year (e.g. state funds). There is no native way in Evergreen to do this; you're not able to split a particular transaction or item between two funds. This solution is a bit of a workaround, but if you definitely need to spend a fund exactly down to zero this is my recommendation for doing so.
1. Remove the stop and warning limits on the fund(s) that you would like to zero out.
2. Activate a PO using the fund(s) that you would like to zero out. Try to overencumber the fund by as little as possible, but to get it down to zero you most likely will need to overencumber it unless you have an item that's exactly how much you need to spend.
3. Once the items are received and you have the invoice, determine how much total you are over on that fund.
4. If you are only using one fund on that line item–
4b. If you are using multiple funds on that line item–
5. Create a direct charge on the invoice with type “Materials”. Use whatever fund you would like for the “spillover” (possibly Local money).
5a. If you only had one fund on the line item, the amount should be the total amount you reduced your line item by.
5b. If you had multiple funds on the line item–
6. Save and close the invoice.
7. Look at your fund balances to ensure that your fund balances are now zero and that the spillover money was debited from the correct fund(s).
It is sometimes the case that after you have allocated your monies from your funding sources to your funds, your funding is cut and you need to decrease your available amount in your funds.
Because we cannot remove money completely from the system (money is always tracked somewhere, it can't just disappear), it is a good idea to create a fund each year called REMOVE-MONEY or FUNDS-CUT, etc. Once you know how much you need to remove from each of your funds, do a transfer from the fund to be cut (e.g. BranchA-Fiction) to the REMOVE-MONEY fund.
Some vendors send a separate invoice with a processing and/or cataloging fee as the only charge(s). If you prorate your cataloging/processing charges, you may want to move this onto another invoice that contains the titles so that it can be prorated across all the funds used for the materials.
You need to delete the charge, not just remove the fund info.
If you activate your purchase order, bibs and copies load, and then you receive the error that one or more funds are past their warning limit and the order remains unactivated. You may change the funds that you are using, and to activate the order you choose “Activate without loading bibs and copies”. Otherwise you will create multiple acq barcodes in the system. If you have done this by accident, please submit a Helpdesk ticket to get the issue corrected.