Changing the Header Fund or Material Type for a PO Line Item

You can change the header fund for a purchase order line item to use the new fund for all line item segments, and/or change the material type of the line item. This option is available for Purchase Order Line Items with a status of On Order, Partly Rec, Received, Backordered, Exceptional Condition, Never Published, Not Yet Published, Out of Print, Return Requested, or Returned. Your changes are also reflected in any linked items and open invoices.

Note:
You need the branch-level permission Purchase Orders: Change fund, destination, collection to do these procedures.

See:

• Changing the Header Fund for a PO Line Item
• Changing the Material Type for a PO Line Item

Note:
You can use SimplyReports to report on the "modify PO line item" action. Item List and Count reports include a History action drop-down list in the item general filters. Select Modified via PO Line Change Fund processing in the History action drop-down list. For more information, see SimplyReports online help.

Changing the Header Fund for a PO Line Item

When a fund change is successful, the system replaces the old fund with the new one in all affected PO line item segments. For each segment, the system records a disencumber transaction in the old fund and an encumbrance transaction in the new fund. The funding source is also updated in linked on-order items, and the funds are changed in the linked open invoice line item segments.

Tip:
You cannot use this method to change PO lines directly after the PO has been paid. However, you can unpay the PO, use this method to make your changes, and then repay. See Paying Invoices

To change a PO line item header fund:

1. Open the Purchase Order Line Item workform.
2. Select Tools > Change Fund > Material Type from the menu bar. The Change PO Line Item dialog box opens.



3. In the From section, select the current fund from the drop-down list. The list consists of all funds linked to all the PO line item segments in the line item. (The Fund Owner field is empty until you have selected a fund.)

Note:
If a segment is linked to two or more funds, the funds do not appear in the list unless they are also used in another segment. You cannot change the fund for segments linked to two or more funds with this method.

4. In the To section, select the new fund from the drop-down list. The list displays funds based on the settings for the Acquisitions/Serials profile Acq fund droplist setup for the logged-on user. See Specify How Funds are Displayed in Acquisitions.
5. (Optional) In the To section, select a Fund Owner from the drop-down list to filter the Fund list. The list displays organizations based on the settings for the Acquisitions/Serials profile Filter branches in line item segments for the organization listed in the purchase order's Ordered At section. See Filtering Branches in Line Items.
6. Click OK. A confirmation message appears if the change can be made.

Note:
If the change cannot be made, the system displays a message: One or more segment statuses are ineligible, are split across funds, or they are linked to paid invoice lines. Click OK to return to the Change PO Line Item dialog box and edit your changes, or click Cancel and make your changes by editing a PO line item segment directly.

7. Click OK to confirm the change.

Changing the Material Type for a PO Line Item

To change the material type for a PO line item:

1. Open the Purchase Order Line Item workform.
2. Select Tools > Change Fund > Material Type from the menu bar. The Change PO Line Item dialog box opens.
3. In the To section of the dialog box, select the new Material Type from the drop-down list.
4. Click OK. A confirmation message appears if the change can be made.
5. Click OK to confirm the change.