The Ohio State University Libraries
Policies and Procedures
Technical Services

Document: Transfer of Expense Between Library Accounts

Date: Rev. 5/21/03

Effective: Immediately

Revised by: CPD

Background:

On occasion, an expense is paid incorrectly on the wrong chartfield or Felix fund. If the error is strictly between funds in OSCAR which are paid from the same chartfield, only OSCAR requires correction. If the chartfield is incorrect, the error must also be corrected at the University level. This procedure is not concerned with the allocation of funds to an account but rather with the movement of an expense (usually an invoice paid against the wrong chartfield) to another chartfield.

OSCAR:

1. Recreate the invoice in OSCAR as a credit back to the original orders. Use the same invoice no. and date, enter each order no. and the amount on the invoice (as a credit, i.e. -25.00). Add the handling at the end as a minus as well.

2. Post the credit invoice. Do not proceed with the following steps until the credit invoice has been posted.

3. Add an internal note to each order record (note should read -- invoice no. xxx paid on wrong fund. Fund changed from xxx to xxx for correct payment. Initials and the date.)

4. After the credit invoice has been posted, change the fund on each record to the correct fund.

5. Post the fund changes. Do not proceed with following steps until the fund change has been posted.

6. Repay invoice on the system now that the correct fund is on each order record.

If OSCAR is correct and the mistake only occurred at the University level, you can skip this part of the procedure.

General Ledger:

1. Complete an Accruals and Adjustments in the General Ledger to move the expense from one chartfield to another. Credit the expense to the account where the expense was made in error. Debit the expense to the chartfield which should have been charged for the expense.

2. One copy of the transaction should be retained for reconciliation with the GL reports.

3. The invoice should be refiled in the paid files with a copy of the OSU Adjustments and Accruals transaction used to correct the error.

Excel Ledger:

If the expense was incorrectly noted in the Excel ledger, entries matching those above should be made to the Excel ledger.

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