Payments with Split Funds

Because of the interaction between Workflows and Peoplesoft, it’s necessary for us to divide a payment with a split fund manually. To pay a title with a split fund, it’s necessary to do the following:

1.      If the title is a serial, follow the normal process for creating a new order line for payment. If it’s a monograph or a backfile order with a percentage split, you will need to redistribute the amount as an amount split, and recalculate as needed for any additional charges, including shipping.

2.      Once you’ve recognized that a title has a split fund (see Figure 1) you will have to   

go to the Extended Info field to find out the percentages of the split (see Figure 2).

Figure 1 Notice that the fund ID is “Multiple” and that there is more than one fund                         

Figure 2

3.      Enter the total amount (see notes below about shipping costs) for the item in the unit price field (see Figure 3).

Note: Workflows will not automatically divide shipping costs.

Shipping should be divided as follows:

a.       If there is only one item on the invoice, the amount you divide and distribute between funds should be the total of the invoice with shipping included.

b.      If there is more than one item on the invoice then you’ll have to divide the shipping cost by the number of items on the invoice, then put that amount into the unit price field.

c.       Then re-divide that amount based on the percentage split for each fund and add it to the fund totals.

Figure 3

4.      Using the percentages, calculate how much should be distributed to each fund. In the field for the last fund don’t enter an amount. Simply type “REST” (see figure 4a). When you type “REST” and hit <Enter> the system will automatically calculate how much should be in the last fund (see Figure 4b).

Figure 4a (The funding split here is 80%-90089610, 10%-95089611, 10%-24082410)

Figure 4b

5. Once you’ve entered the amounts you may pay the invoice. After paying the invoice it’s a good idea to go back and check the order to make sure the amounts taken from the funds are at least close to your own calculations. Double-checking is also a good way to make sure you’ve included the shipping costs. For instance, if you have an order where the funding is divided equally between two funds and there are two different amounts, you know you’ve miscalculated. Unfortunately if you’ve miscalculated you’ll have to unlink the order from the invoice then re-link it after you’ve entered the correct amounts in the funding lines. For this reason you should make as sure as you can possibly be that your amounts are correct. For help calculating amounts, you can use the following web page:

http://homepages.ihug.com.au/~shane007/maths/percent.html

Appendix-Unlinking and re-linking orders to invoices

If the amounts in the funding lines have been miscalculated, simply changing the amounts in the order won’t fix the problem. It’s necessary to unlink the order from the invoice, fix the problem, and then re-link the order to the invoice. To do that:

1. Using Edit Invoice view the specific invoice line attached to the order that needs to be fixed. (See Figure 1)

Figure 1

2. Highlight the order ID and use the Cut (or <Ctrl-X>) function to remove it. Then hit <Enter>. (See Figure 2)

Figure 2

The invoice is no longer linked to any order. At this point you can make whatever changes you need to make to the order.

3. After making your changes to the order, use the Paste (or <Ctrl-V>) function to restore the order ID to the invoice. You will have to add the line item and fiscal year manually.

CW/MEW 1/31/03