Normally, if a spends business process record has not been set up to automatically assign funds upon reaching a certain status, then that record total will show as Unassigned Funds in the project/shell funding sheet.
When the funding business process reaches a specified workflow step or status, a Funding button appears on the business process form. Clicking the Funding button opens the Funding window, allowing manual fund assignment.
Funds can be manually assigned at the project or shell level (project or shell funding sheet), CBS level (project or shell cost sheet), or business process level (spends business process record designed to consume funds).
If a credit invoice (negative line item or invoice amount) has been submitted, this can be used to credit previously consumed funds back to the source, or can be used to credit another fund. You cannot credit an amount that is more than has been consumed.
Note: This section discusses assigning and crediting funds on the project/shell funding sheet. See also Assigning and crediting commitment level funds.
To manually assign funds at the project or shell level from the funding sheet
- Open the project or shell funding sheet.
- In the upper portion of the window, click the link next to Unassigned (project or shell Level). This link displays the amount of funds that are not currently assigned to a particular fund.
The Cell Detail window opens. The Cell Detail window displays the list of spends business process records that have not yet been fully funded. A record can appear on this list if you do not have enough funds available during an auto-assignment process, or if you set Manual as the assignment rule for the business process under the funding sheet Assignment tab.
- Select one or more records from the list and click the Assign to Funds button on toolbar. The Manual Fund Assignment window opens
- Enter a percent (%) amount for each record against a funding source.
- Click OK.
Note: Because the number of decimal places is limited to two in the Manual Fund Assignment window, some amounts from funds can never be consumed. If you cannot use funds completely through the Assign to Funds window, go to the Spend BP record and manually consume the fund by entering the amount.
To manually assign funds at the CBS level from the cost sheet
- Open the project or shell cost sheet.
- In the upper portion of the window, note the amount shown in the Unassigned at CBS Level field. This is an amount that gets rolled up from the unfunded record data source in the project or shell cost sheet.
- Click on a cell under the Unfunded Records column for a CBS code.
- The Cell Detail window opens. The Cell Detail window displays the list of records that are not funded.
- Select one or more records from the list and click the Assign to Funds button on the toolbar.
- Enter a percent (%) amount for each record against a funding source.
- Click OK to close the form.
Note: Funds can be automatically consumed at the CBS level by defining the fund order for each CBS Code from the Fund Assignment Order window on the Project/Shell cost sheet, and setting the assignment level to CBS Auto Order.
To manually assign or credit funds from a business process record
- Open the business process record that needs to be funded. If the record is at a specified workflow step and status that allows funding, a Funding button is available.
- Click the Funding button on the toolbar. The Funding window opens.
- Select a line item from the upper pane. The bottom pane will display a list of funds that are available for that line item.
- Enter the amounts for fund assignment. This is subtracted from the fund balance. For credits, enter negative amounts; the amount entered is added back to the fund balance.
- Click OK.
If the business process is configured to use individual commit line items as SOV line items, the upper pane will not show a list of line items. You will see a total amount under the Unassigned Amount field.