The rollover process will give you the option to carry over outstanding commitment to the budgets for the next financial year for any outstanding orders that have not been fully invoiced and paid for.
Before doing this, check that you do not have outstanding fund commitments relating to invoices which have been created but not approved or which have not been created. Where possible, approve these invoices to create the expenditure from the current year’s funds so that you do not roll forward the commitment on these orders to next year’s funds.
To find all invoices that have been entered but not approved:
- From the Module Menu select Enquiry, Acquisitions and then Invoice.
- Select "No" in the Approved drop down box.
This will allow you to find all invoices (including credit/debit notes) which have been entered but which have not been approved for payment. You will need to investigate and clear these up individually so that all possible invoices are paid.
Any order that shows a Status of "Filled" and a Current Commitment should be investigated as this commitment will otherwise be rolled forward to the next year’s funds (see example below).
The order may or may not have Invoice Lines associated with it.
- The absence of any invoice lines indicates that no invoice was ever created.
- The presence of invoice lines may indicate either that there is one (or more) unapproved invoices or that there is a missing invoice. Click here to find out how to identify missing invoices.
