Payables & Cash Management

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    Kim Puls
    Ability to edit the budget date on invoices in the...
    Topic posted January 17, 2019 by Kim PulsSilver Medal: 2,000+ Points, last edited February 6, 2019, tagged Budgetary control, Expenses, Financials 
    65 Views, 2 Comments
    Ability to edit the budget date on invoices in the distribution line

    UW is no longer able to edit the budget date on invoices on a distribution line. The functional lead said they used to be able to do this (mostly needed for project expenses) and no longer can.

    Does anyone else have this issue and or found a workaround for it. The business case, to change this date is:

    Project expired 1/15/19 and a final expense report, non-PO invoice has been entered into the system 1/16/19. The budget date, on the distribution line defaults to the day the report was built...which would be outside the project dates and ultimately fails.

    Thanks - Kim

    University of Wyoming




    • Becky Alvarez

      If you are talking about Expense Reports interfaced into AP, these are payment requests and are different than invoices and the budget date will not be editable.  These are payment requests and are limited in their ability to be edited since AP is just acting as the payment engine for the Expense Module.  Expenses are audited and approved so AP is just paying the approved request therefore not much editing can be done.  I do not believe this was ever editable in AP.  All editing must be done in Expenses.

    • Becky Alvarez

      I double checked with development on AP invoices that are not entered via expenses regarding updating the budget just in case I missed your point and this is how the budget date works.

      If the invoice is entered in AP and its not yet reserved or reservation has failed user will be able to edit the budget date. However if the distribution is reserved the budget date will be frozen.

      Hope that provides additional help.