Fund accounting: PO bills in their funds, Utilities accounts that move, cash position, statements by fund, Budget Transfers and Grant Claims

A supplier bill against a purchase order now carries the order’s cost center and fund; a changed Utilities account offers Move balances to new accounts; the cash position reads the ledger; statements filter by fund; Budget Transfers amend the budget and Grant Claims invoice the grantor, each approved by a second person; positions say open, partly filled or filled; and maintenance labor is absorbed, not accrued.

Supplier bills against a purchase order

• Every line of a bill against a purchase order takes the order line’s cost center, profit center, fund, grant, program and function — the requisition line’s where the order line names none.
• It holds however the bill is made: with lines, from the order, header only, in the line grid, by match and post, and from EDI, the supplier portal and imports.
• A value you typed always stands, and every one can be changed on the bill afterwards.
• Handheld receipts and service-entry accruals post by cost center and fund too.

Utility Settings: account changes and Move balances to new accounts

CRM › Utilities › Utility Field Service › Utility Settings. The record now shows its account fields (Utility receivable account, Utility cash / lockbox account, Late fee account and the rest), Utility cost center and Account changes waiting.

1. Change the receivable, cash / lockbox, service (customer) charge, late fee or connection and reconnection fee account and save. The change is recorded and Account changes waiting counts it.
2. Choose Move balances to new accounts on the settings row. Each change is shown as “<label>: <old> → <new>” with the balance to move by Fund and a Total.
3. Choose Move to <account> and confirm: one posted, audited transfer journal per fund (numbered ULT-…) moves what Utilities booked on the old account to the new one, and bills posted on the old receivable are pointed at the new one.
4. Or choose Leave it where it is: bills posted on the old account are still paid there.

Each bill remembers the receivable it posted to; payments, credits, voids, leak adjustments and write-offs clear that account, and a payment after a move takes its funds from the bill’s posted receivable.

Cash position and statements by fund

• The cash position now reads the ledger as the dashboard’s cash tile does: each time it is run it records a ledger position for today for every cash account (the bank accounts’ GL accounts and the cash posting role). Positions from a bank feed are not touched.
• Financial statements (balance sheet, results, trial balance) in Reports & Analytics have a Fund filter — All funds or one — when the company keeps funds. The subtitle then says Fund <code> and only that fund’s ledger lines are counted.
• An entry that leaves one fund owing another, on a chart with no Due to other funds (usually 2190) or Due from other funds (usually 1190) account, is refused and says to add it under Accounting › Chart of Accounts or set that posting role.

Budget Transfers

Accounting › Planning & Control › Fund Accounting › Budget Transfers: money moved between budget lines or funds during the year, or the adopted amount amended — numbered BT-…, approved by a second person, and audited.

1. New: choose Kind — Transfer between lines, Supplement (increase a line) or Reduction (decrease a line) — and Date.
2. From budget line (for a transfer or a reduction), To budget line (for a transfer or a supplement), Amount, Reason and, optionally, Council resolution or ordinance.
3. Submit. It cannot be changed once submitted.
4. Somebody else chooses Approve (with an optional Note) or Reject (saying Why). On approval the lines’ planned and available amounts change, and From: before / after and To: before / after show it.

• A transfer moves money between two different lines; the amount must be more than zero; a reason is required; a closed budget’s lines cannot be changed.
• A line cannot give more than it has available: “<BT-000004> takes <5,000.00> from <budget> line <3> (<6100>), which has <2,000.00> available.” — checked again at approval.
• The person who submitted it can never approve it.

Grant Claims

Accounting › Planning & Control › Fund Accounting › Grant Claims: a reimbursement claim to the grantor for what the grant spent to the end of the period, less what was claimed before.

1. New: Grant, Grantor (customer account invoiced), Claim date, Costs from and Costs to, Amount claimed (empty: everything claimable when it is submitted), Grant revenue account (empty: the chart’s revenue account) and Notes.
2. The list shows Expended to period end, Claimed before, Claimable and Claimed.
3. Submit; somebody other than the submitter approves or rejects it.
4. On approval a draft customer invoice is raised to the grantor in the grant’s fund, due in 30 days: “<GC-000002> approved: customer invoice <INV> for <amount> raised to the grantor in fund <F>. Post it from Accounting › AR Invoices.” The claim’s Invoice column names it.

A claim for more than is claimable, or on a grant with nothing left to claim, is refused with the figures. The claim period cannot end before it starts.

Quem pode

Positions and maintenance labor

• HRMS › Workforce › People › Positions: Status is set by itself — open (nobody in the seat), partly filled (fewer people than the Budget headcount) or filled. Frozen, abolished and planned stay as somebody set them.
• Maintenance orders credit the company’s own labor to the Labor absorption (payroll clearing) posting role (“Maintenance labor absorbed”); only a contractor’s part goes to GR/IR.