Scope: The document below outlines the procedures that Library Technical Services serials staff follow when processing an expense (fund) transfer
Contact: Joanna Cerro
Unit: Serials Management
Date last updated: 3/23/2022
Date of next review: March 2023
- Fill out the relevant fields in the Fund Transfer form.pdf using the "Fill & Sign" editing function in Adobe:
a. Date
b. Fund information, including the fund you'll be crediting and then charging, the amount, PO# (this will often be the same PO), and a self-generated invoice# (using Google's random number generator and adding CUL to the beginning of the number works well), and the selector who has requested the fund change:
c. If the fund transfer involves a continuations order, check the appropriate box (e-resources can be marked with "other"):
d. "Sign" and date the bottom on the CTS line:
e. Using Save as, save the form to your computer.
2. In FOLIO, navigate to the Invoices app, and search the invoice number you self-generated to make sure that it doesn't already exist in FOLIO.
3. Select New to create a new invoice:
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8. You will use this invoice line to credit the fund that was incorrectly charged. In the Comment field, type "expense transfer - wrong fund charged," fill out the amount you'll be crediting the fund by typing a minus sign next to the total, release encumbrance should be deselected, and make sure the fund shows the fund you are intending to credit (if not, change it). Click Save & close.
9. Take the same steps from above to add another line to the Invoice, searching for the same order number you indicated on your form. You are going to use this invoice line to charge the appropriate fund.
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