Reversing Partial or Final Liquidation

You can also reverse finalization of a purchase order or voucher. The system then restores the original budgetary amount to the preceding documents that had previously been liquidated. If you do not declare a document final (for less), no additional liquidation takes place. The system replicates the partial or final status of a document down to all the document distribution lines associated with the given document schedule, adjusting all ledgers accordingly.

For example, you can process a requisition for 1000.00 USD, then create a purchase order for only 700.00 USD, without expecting to spend the remaining 300.00 USD that the requisition authorizes. You can declare the purchase order final (for less), thereby liquidating the pre-encumbered 300.00 USD from the requisition and freeing that money for other purposes.

If you find later that you need to spend another 250.00 USD on the purchase order from the original requisition, you should either click the Undo Finalize Line button or the Undo Finalize Entire Document button and save the purchase order. Then, select to budget check the revised purchase order document again. You can declare the purchase order partial, thus liquidating the requisition and freeing the last 50.00 USD for other purposes.

When you finalize the purchase order document on the affected requisition and then perform a budget check on the purchase order again, the Final field is selected and the Budget Line Status value on the Statuses tab is set to Valid on PO Distribution. Also, the Commitment Control Close Flag check box is selected on the Details tab on the Maintain Requisitions – Distribution page.

When you undo finalize on the purchase order document on the affected requisition and then budget check the purchase order again, the Final field is cleared, and the Budget Line Status field value on the Statuses tab is set to Valid on PO Distribution. In this case, the Commitment Control Close check box is deselected on the Details tab on the Maintain Requisitions – Distribution page.

To reverse a reduction:

  1. Clear the final check box for the affected line or lines, or click the Undo Finalize Entire Document button.

  2. Save the purchase order.

  3. Run budget checking to confirm the correct amount.