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: 3/28/2024
Date of next review: March 2025
- 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:
4. Fill out the relevant fields in the Create vendor invoice section:
a. Date (today's), Bill to, the invoice number you added to your form, Vendor is always CUL
b. In the Extended information portion, select Internal transfer from the payment method drop-down menu, and make sure Export to accounting is deselected (it does not matter if check subscription overlap is checked or not). Select Save & close when done. 
5. From Invoice lines, select Add. Search for the order number that you indicated on your form and select from the results pane. Click Save.
6. Click Confirm when the pop-up box alerts you that the vendor from the PO does not match the invoice vendor (this is because you changed the vendor code to CUL on the invoice).
7. Click on the invoice line, which will bring you to the View invoice line screen. From there, select Actions, edit.
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 checked (always checked for credits), 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.
10. Click on Invoice line #2, select Actions, edit.
11. Fill out the Comment field with the same comment as above: "expense transfer - wrong fund charged," the sub-total should be a positive amount, and select the fund that you will be charging. Click Save & close.
12. From the Invoice screen, select Actions, edit:
13. Set the status to Reviewed:
14. Upload a copy of the completed fund transfer form.
15. In Outlook, select the email from the selector requesting a fund transfer, click "File" and then "Print." Print as PDF and save to your computer. Upload this file as well.
16. Once both the fund transfer form and pdf copy of the email has been uploaded to the invoice, click Save & close.