Making adjustments in AP

Hello and welcome to this video
on re coding expenditure

relating to your grant.
Specifically this is looking at

expenditure which has been allocated to your grant through an

accounts payable invoice.

So the first thing to be really
clear about is that if you do

have costs relating to any
accounts payable invoices, those

costs must be recoded through
accounts payable. You cannot

move those costs through a

Grant's Journal. So to demonstrate, we start from our

expenditure inquiry screen. So
if we look at say, this top line

of expenditure and we want to
find the invoice for it, we can

start by clicking this item
details button. From here we get

a number of different options.
We're going to choose the AP

invoice option and select OK.

This will open the invoice

overview window. From here we
can select the invoice number.

You can see as well some information about who the

supplier is, the batch name and
so on. But in order to track

down this specific invoice, the
easiest way to do it is to use

the invoice number. So from here
we can right click and copy it

to the clipboard, or you can
write down a bit of paper if you

prefer. Either way will work as long as we can call it back

later in order to search in

accounts payable. Once you've
done that, we can close down the

windows we have open within the

grants module. And when we're
back on the Navigator screen,

we're going to select this top

hat icon. A window will open with a list of all of your

available responsibilities, and
we're just going to choose our

accounts payable responsibility.
So I've got an AP invoice

manager, but you could also do
this in AP invoice entry.

Select OK and this will
move us into the accounts

payable module.

We're going to double click on

entry. And then choose
the invoices option.

This will open a find invoices
window. From here we can search

for invoices using a number of
different parameters, so we

could search by name. We could
search by invoice number,

amount, dates and so on. As
we've got our invoice number

copied down. The easiest way to
do so is to click into this

invoice number field and then
either paste in your invoice

number or type it in, if you wrote it down before.

Now just select find and you
should only have one or two

invoices coming up as it's only searching for invoices within

your Department. So mine is come
up this first line and we can

see actually that it isn't e-invoiced, so we've got a purchase

order which is being used.
There's an invoice number,

invoice date, the supplier and

so on. In order to re code our
invoice, we need to navigate

into our second tab. This Lines tab. This is where all of the

accounting information is
stored. So here we can see our

cost, our expenditure item line and it's split into two. So we've

got our net line at the top and
our VAT line underneath it.

The tax name shows so we can see
it's been coded to standard rate

20%. There's our description and then as we scroll across to the

right, here is our grant

information. Now, in order to re
code this expenditure, we're

going to have to do 2 steps.
We're going to put in a negative

line to the current grant to
take that expenditure out of the

grant. And then we're going to
put in a positive line to re

code that expenditure to a
different code, and we can re

code it to either a general
Ledger code or to another grant.

Say in words, put in our
negative line. We need to enter

a new row. So with your original item line selected, just select

this Green Plus icon at the top
left corner of the window. This

will add in a new blank row.

Now, as I mentioned, the first
step would be putting in a

negative line, so select your
net amount and enter a

negative copy of whatever the
amount is above him. So for

mine will be minus £29.16.

So next we need to look at is
the description. This is the

description which will populate
into your grant reports and you

might not just want the
information that populates from

the header. So in this case it
would have been the purchase

order number, but it would be
more useful for us to have the

detailed information from the
line above, so you can simply

copy that down by holding the
shift key and pressing F5.

Next, we're going to move
across to our grant

information and same
subscription. We can actually

copy down a lot of this
because we're going to be

coding it to the same grant the original line was. So shift

and F5 will copy down the project, the task, the award and

the expenditure type.

Once you've done that, just select this "Save" floppy disk

icon at the top of the screen.

You might find your row shifts down to the bottom of the

lines, which is absolutely fine.
All we need to do now is

enter in a positive row to the same value, so this will be

29.16. This time we're going to choose the code we'd like to

charge this cost to, so that might be a general Ledger code,

and if it is, you will enter
your GL code into this charge

account field here. For my
example, I'm going to charge it

to a separate grant. So I'm going to move on to the

description field and once again
copy down my description.

And then in the project field I'm going to enter my new

Project code.

Enter in the task, the award and the expenditure type.

Once you've done that. You
can select calculate tax at

the bottom of the screen and if there is any VAT, this

will just assign the tax to
the new code.

You can then to finish off the
invoice, select actions one.

Tick the validate option, and then click OK.

What this will do is it will
push everything through and you

will be able to see it in your

grant reports. For any
reports which run through

Cognos, you won't be able to see them until the next day.

If you select your Holds tab, you should see a new line has

been entered along the top with
your csid with the hold reason

of awaiting secondary approval.

If you've got that, then it
means that everything's gone

through OK. Finally, either you
or someone else will need to

secondary approve this invoice. To do so, just follow the

secondary approval steps that
you would with any other

invoice. Thank you very
much for watching.